Petaluma Branch Policies
The Policies and Procedures are based on the CA AAUW State Model Branch Policies and Procedures. They detail the directions outlined in the branch bylaws and help the board to carry out the work of the branch. They contain job descriptions for elected and appointed officers and for various committees.
AAUW PETALUMA BRANCH
POLICIES AND PROCEDURES HANDBOOK
AAUW PETALUMA BRANCH, CALIFORNIA
INCLUDING JOB DESCRIPTIONS AND COMMITTEE RESPONSIBILITIES
Click on index item to go to that section
HANDBOOK AND BYLAWS REVIEW
1. This handbook shall be reviewed as needed by a board committee appointed by the president and chaired by the bylaws chair.
2. The policies and procedures can be amended or revised by a majority vote of the board when a quorum is present.
3. Any policy or procedure approved by the board must be added to the master copy of the Policies and Procedures Handbook within 60 days. Any revision to an existing policy or procedure approved by the board must be added to the master copy of the Policies and Procedures Handbook, posted at the branch website and emailed by the bylaws chair to all board members.
4. When new versions of the policies and procedures are published and distributed they must contain the date of publication, preferably in the lower right hand corner of each page.
5. The bylaws shall be reviewed as needed by a board committee, appointed by the president, and chaired by the bylaws chair. Proposed amendments shall be sent to the appropriate representative on the AAUW-CA Bylaws Committee for approval before being voted on by the branch membership.
BOARD OF DIRECTORS, COMPOSITION
In addition to the elected and appointed officers and committee chairs, branch members serving as officers, directors, committee chairs or committee members of AAUW California and AAUW may be voting members of the Board of Directors during their term of service.
BOARD OF DIRECTORS, GENERAL RESPONSIBILITIES
1. Carry on the business of the branch in conformity with the policies and program of AAUW.
2. Have the general power to administer the affairs of the branch between branch meetings and shall report its actions to the branch.
3. Be subject to the orders of the branch. None of its actions shall conflict with action taken by the branch.
4. Submit the annual budget to the branch.
5. Establish special committees.
6. Any branch member may bring a proposal to the board for discussion and action at its next regular meeting by requesting the president to include the proposal as an agenda item prior to the meeting.
7. In the event that immediate action on a program or policy question is necessary, a three-fourths vote of the board members shall constitute approval.
BOARD OF DIRECTORS, SPECIFIC RESPONSIBILITIES
1. Read and be familiar with the Branch Bylaws and this Policies and Procedures Handbook, including job descriptions printed in this handbook for elected officers (Appendix A) and appointed officers (Appendix B).
2. Attend all board meetings and general meetings. Notify the president if unable to attend and arrange a substitute if necessary. Send a report if necessary.
3. Submit copy-ready newsletter material to the editor by the deadline set at the board meeting.
4. Attend as many conventions, conferences, district meetings, workshops, etc. as possible.
5. Report to the board on the activities and concerns of the position.
6. Spend only moneys that have been included in the budget and clear any additional expenses beforehand with the board and the finance vice-president. Set advertising rates for the online newsletter and the Gold Book (membership directory).
7. Consult with the president on all branch activities, procedures and policies.
8. Submit promptly all reports and other information required by the AAUW or AAUW CA officers. Give a copy of all reports to the president and put a copy in the experience binder.
9. Keep a current experience binder or file that includes resource material, ideas and recommendations for a successor. At the beginning of term of office, inventory all supplies and equipment received from predecessor, place inventory in binder. Pass binder to successor at the Outgoing and Incoming Joint Board Potluck or at a one-to-one meeting.
10. Give important papers that ought to be kept in the branch permanent file to the president or appropriate officer.
CAMPAIGN CONTRIBUTIONS, BRANCH
1. The branch shall make no monetary or materials contribution nor publish paid issues or endorsements or paid political announcements on behalf of any candidate for elective office by any means such as newsletter, email or special mailing or on the branch website.
2. The branch may not accept paid political announcements for inclusion in AAUW publications.
CANDIDATE ENDORSEMENT POLICIES
National AAUW policies allow for endorsement of candidates and positions under certain circumstances. Generally, Petaluma AAUW choose s not to endorse any ca ndidate(s) or issues and does not take a position on any issues excep t non-partisan educati on related issues. The board may choose to take a position on an issu e provided it is consiste nt with National AAUW policy, and that the board feels there is a compel ling reason to take a pos ition for the good of the community.
1. AAUW Funds
See the responsibilities of the AAUW Funds and chair in Appendix A this Handbook.
2. Tech Trek/Speech Trek
Branch or individual contributions to Tech Trek/Speech Trek may be handled through the AAUW CA Special Projects Fund (SPF).
3. Local Scholarships
Donations to the branch for local scholarships must be kept separate from other funds.
4. All fundraising publicity must state clearly for what purpose the money is being raised and what percentage or amount, if any, is tax exempt.
BRANCH PROCEDURE FOR DISTRIBUTING AAUW FUNDS MONIES
As of May 2012 the Petaluma branch contributes to four scholarship funds. The procedure for distributing the money raised each year in the name of AAUW Funds is in the following order:
1. A sum of $750 shall be sent to national AAUW for a Named Gift Honoree from the Petaluma branch.
2. A sum of $500 shall be sent to the Petaluma Educational Foundation (or the organization responsible) each spring for the AAUW Scholarship of the Community Achievement Awards.
3. A sum of money, to be decided each year by the Funds Committee, shall be divided between the Petaluma AAUW Scholarship endowment at Sonoma State University and the scholarship endowment account for the Santa Rosa Junior College (presently a savings account at Bank of the West until the minimum of $10,000 requirement is reached).
4. A sum of money, to be decided by the Chair and the committee, shall be retained in the Funds checking account as seed money for the next fundraisers.
5. Any remaining monies may be given to national AAUW.
BRANCH PROCEDURE FOR CHOOSING NAMED GIFT HONOREE
The AAUW Funds committee will choose a member or members each year as the branch’s Named Gift Honoree. A sum of $750 per Honoree will be sent in that member’s name(s) to national AAUW by the announced deadline.
Nominations shall be made in writing and submitted to the Funds Vice President. Each year’s Honoree(s) shall be chosen for her/their exemplary contributions to the branch. Details of her/their service shall be in the nominating letter, which must be signed by at least one current member. Additional signers must also be current members. Any outstanding community service and professional activities should also be listed but shall be in secondary importance in the selection process. It is permissible to award this highest honor of the branch to a past Honoree when appropriate. The Funds Vice President shall maintain a file of nomination letters for at least 5 years.
A call for nominations shall be in the December and January branch newsletters. The article shall include the criteria for nomination as well as he names of the committee members. Nominations must be submitted to the Funds vice president by February 1st, who then distributes them to the committee members. The committee shall meet and decide the awardee(s) no later than February 10th. A quorum of committee must be present to review the additional nomination letters. Past letters of nominations may be reviewed. The committee may present additional nominations prior to their selection of the honoree(s).
The awardee(s) name(s) shall be sent to national AAUW by the announced deadline.
1. Prospective members may attend two functions (general meetings, sections, interest groups, etc.) before being asked to join. An exception is made for partners in couples groups such as gourmet or bridge.
2. No general or special meeting of the branch shall be scheduled on the dates of the district leadership training meeting, the annual AAUW CA convention or the biennial AAUW convention.
3. No general or special meeting will be held on days of the following major religious observances: Easter, Passover, Rosh Hashanah (two days), Yom Kippur, Hanukkah, Christmas or major holidays of the significant religious or ethnic groups within the relevant geographic area of the branch. All Jewish holidays begin at sundown the day before. This policy is in accordance with AAUW’s Diversity policy #600.
4. To the extent possible, section meetings will not be scheduled on the date of the general meeting.
5. All branch general meetings, special meetings and events shall be accessible to persons with disabilities.
6. With the permission of the board, any member may form a new section providing it is open to all members and providing that its meetings will not conflict with other scheduled general and interest group meetings.
MEMBERSHIP (Updated 2015-09-05)
1. Current dues are ($87):
AAUW national dues $49
($46 of which are tax-deductible)
AAUW CA dues $20
Branch dues ¬¬¬¬ $18
AAUW student affiliate fee $17
CA student affiliate fee $16
Branch student affiliate fee $9
2. Any person joining the branch between January 1 and March 15 shall pay dues in accordance with national and CA state guidelines.
3. Paid life members are exempt from AAUW dues but must pay state and branch dues.
4. Fifty-Year honorary members are exempt from AAUW, state and branch dues.
5. A member whose dues remain unpaid after October 1st may be dropped from membership, with October 1st as being the deadline for final submissions to the Gold Book (membership directory).
Upon the death of an active member, the branch may make a memorial gift to the Sonoma County Library - Petaluma Library. Moneys for the gift shall be taken from the general fund and the amount shall be decided upon by the board, not to exceed $50. A gift may also be made in the name of a non-current Petaluma Branch member who has served the branch with distinction in the past, upon approval of the board. The monetary contribution or book purchase will be made by a member of the Membership Committee during the AAUW year in which the death has occurred.
1. Information concerning any organization other than AAUW shall not be published in the monthly newsletter without board approval.
2. When joining with other organizations in a coalition, the branch must retain control of the use of the name AAUW. The objectives of the coalition must not be in conflict with AAUW’s Mission Statement. Financial support can include dues or a commitment to participate in the on-going financial support of the common objective. The decision to join the coalition and the amount of financial support must be approved by the board.
1. All publications of the branch shall be in accord with the AAUW “Use of Name” bylaw, which provides that any such publication shall not be in conflict with the policies and programs of AAUW and AAUW California.
2. Content of the branch newsletter shall be reviewed and approved by the president or a board member designated by the president.
3. The Gold Book (membership directory) is for use only by the membership and may not be used for recruiting or solicitation by outside organizations.
REIMBURSEMENT AND CONVENTION EXPENSES
1. Voucher Submission
a. Vouchers for reimbursement should be submitted to the finance vice-president within 30 days of the date the expense was incurred.
b. Receipts must accompany the voucher. A branch voucher can be found online at the branch webpage.
c. Each officer, elected or appointed, having budget funds, shall be responsible for approval of the bills and vouchers for his/her committee and for keeping a current account of funds remaining in their budget. The finance vice-president shall issue checks after such approval of vouchers and bills.
2. AAUW CA Convention
a. A sum of money, to be determined by the budget committee and board of directors will be budgeted annually and be used by the incoming president and the delegates to defray the cost of registration, convention hotel room, travel and meals.
b. Selection of delegates will be made in the following order: president, president-elect, executive board, committee members, and branch members. Budgeted funds will be divided among the delegates at the discretion of the board.
3. National AAUW Convention
A sum of money, to be determined by the budget committee, can be allocated by the board to defray expenses of a member attending.
4. Interbranch Council (IBC) and District Meetings
100% of fees for district meetings and trainings will be reimbursed for the president
and for those incoming board members who wish to attend.
In the case of co-presidents or co-presidents-elect, when both attend any of the events described above, the reimbursement available will be split equally between them.
ELECTED OFFICERS JOB DESCRIPTIONS
The president is the branch’s administrator, coordinator and creative planner. To qualify for this position the nominee must have served on the branch board at some time. The president has the following responsibilities:
1. Serves as the official representative of the branch in activities of AAUW at all levels and is an authorized signer on Branch Bank Accounts; works closely with the president-elect.
2. Presides at all branch, executive committee and board meetings. Reserves meeting rooms for board meetings. Prepares and distributes board meeting agendas and notifies the board.
3. Upholds the Bylaws, and Policies and Procedures, and informs all board officers that current copies of these documents are available at the branch webpage.
4. Calls special meetings of the branch in accordance with the provisions of the branch bylaws.
5. Appoints the chairs of all committees except the nominating committee and those chairs provided for by election.
6. Interprets the objectives of AAUW to the members and to the public.
7. Submits a list of incoming and continuing branch officers and chairs to AAUW CA and AAUW.
8. Writes a monthly president’s message for the newsletter.
9. May review newsletter/web site content with the newsletter editor before submission of copy to the printer/webmaster.
10. Submits the documentation for the current AAUW-CA branch recognition program.
11. 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.
12. Ensures that the branch has enrolled in the state liability insurance program.
13. Serves as an ex-officio member of all committees except the nominating committee.
14. Attends district meetings or sends a representative. 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.
The president-elect has the following responsibilities:
1. Presides at meetings at the request of or in the absence of the president.
2. Acts in place of the president in the case of absence or disability.
3. Serves as an ex-officio member of all committees except the nominating committee.
4. Assists the other chairs and vice presidents with such activities as requested by the president.
5. Attends district meetings with the president or as her representative.
6. Writes newsletter articles as necessary.
7. As incoming president, chooses the installing officer for the installation event.
8. Orders the past president’s pin in advance of the installation event.
9. Performs other duties as requested by the president or board of directors.
[Note: If there is no president-elect, these duties should be apportioned among the elected officers.]
PROGRAM VICE PRESIDENT
The program vice president has the following responsibilities:
1. Chairs the program committee and plans branch programs. See Appendix C.
2. Incorporates AAUW and AAUW CA program mission, themes and priorities into the branch program.
3. Sends branch calendar of programs to newsletter editor, publicity chair, hospitality chair, sections chair and Gold Book editor prior to the September general meeting.
4. Develops the budget for the branch programs.
5. Is a member of the budget committee and is an authorized signer on the general checking account for the Branch.
6. Presides and acts in the absence of the president and the president-elect.
7. Writes newsletter articles to inform members about upcoming program events on a monthly basis.
8. Reserves meeting rooms for general meetings.
9. Performs other duties requested by the president or the board of directors.
MEMBERSHIP VICE PRESIDENT
The responsibilities of the membership vice president are:
1. Chairs the membership committee. See Appendix C.
2. Initiates and coordinates branch recruitment efforts. Sends out dues renewal notice to members by July 1st of each year and continues to monitor dues payments until final date to submit membership data to Gold Book by October 1st.
3. Promotes online new membership applications and membership renewals/dues payment incorporating AAUW, CA AAUW and branch dues. Is familiar with AAUW and AAUW CA websites related to membership information and renewals.
4. Works with the finance vice president to receive and process dues payments, paid either online or locally. Keeps an accurate list of branch members and forwards information onto the database chair to ensure new members are added to the communications network in the form of mailing labels, email database, and Gold Book. Works with the Gold Book editor to update the membership directory, as needed.
5. Develops the budget for the branch’s membership activities.
6. Works with new members chair to plan new member meetings and orientation.
7. Notifies the appropriate person in other braches when members transfer branches.
8. Assists the finance vice president with membership records.
9. May perform the duties of the membership treasurer, if the position is vacant.
10. Writes a monthly newsletter article focusing on membership and new members of the branch.
11. Presides at meetings in the absence of the president, president-elect and program vice president.
12. Serves on the program committee.
13. Performs other duties requested by the president or the board of directors.
AAUW FUNDS VICE PRESIDENT
The responsibilities of the AAUW Funds vice president are:
1. Chairs the Funds committee.
2. Plans and coordinates fundraising activities for AAUW Funds, including Legal Advocacy Funds, LAF, if the board chooses to hold a fundraiser for LAF. These can be done anytime during the year.
3. Develops a budget for the Funds activities and keeps an accurate record of all monies.
4. Oversees, with the committee, all financial matters concerning Funds monies. AAUW Funds monies are maintained in accounts separate from the branch general monies. All AAUW Funds bank statements shall go to the finance vice president who will provide a copy to the AAUW Funds vice-president.
Authorized signers for the AAUW Funds account(s) are the Funds Vice President, the Branch President and the Branch Finance Vice President. Any single expenditure over $75 must have 2 signatures on the check – the AAUW Funds Vice President and one other authorized signer. The AAUW Funds vice president must make a semi-annual report to the board of all Funds monies. A copy of the report shall be furnished to the Finance vice-president.
5. Observes all deadlines, especially contribution deadlines.
6. Educates the branch and the community about the AAUW Funds programs.
7. Maintains a list of all members who contribute and send them written acknowledgment of their donation. Donors of $100 or more should receive and acknowledgement on branch stationary. The branch tax ID number shall be made available to any contributor who requests it.
8. Serves on the program committee.
9. Presides at meetings in the absence of the president, the president-elect, the program vice president and the membership vice president.
11. Performs other duties requested by the president or the board of directors.
The board secretary is the recording officer of the organization and the custodian of all the records except those specifically assigned to others.
1. Keeps minutes and attendance of board meetings and other important branch papers.
2. Have available for reference a copy of the branch Bylaws, the Policies and Procedures Handbook and a list of elected officers, appointed officers, and committee chairs.
3. Sends a copy of the minutes of the previous board meeting, together with a list of unfinished business, to the president and board members via email prior to the next board meeting.
4. Keeps minutes of board and branch meetings forever, as they are the legal record of the organization.
5. Performs other duties requested by the president or the board.
GENERAL MEETING SECRETARY
The responsibilities of the general meeting secretary are:
1. Records and keep minutes of all general branch meetings.
2. Have available for reference a copy of the branch Bylaws, Policies and Procedures Handbook and a list of elected officers, appointed officers, and committee chairs.
3. Performs other duties requested by the president or the board.
FINANCE VICE PRESIDENT
The responsibilities of the Finance Vice-President are:
1. Chairs the budget committee. See Appendix C.
2. Receives all monies submitted to the branch except for those administered by the AAUW Funds vice-president.
3. Pays all bills provided for in the budget or verified by the president. Any single expenditures over $100 and not approved as part of the branch budget, must be approved by the board.
4. Keeps an accurate set of financial records.
5. Manages the branch’s bank accounts, and is an authorized signer on all branch bank accounts. The branch’s general operating checking account shall require two signatures on all checks. Keeps separate ledgers and records for the branch general account, AAUW Funds financial records, and any other accounts required by the IRS to be kept separate. Receives membership dues remitted online. Receives membership dues paid locally from the membership vice president, as well as AAUW Funds, and remits them to AAUW by the specified deadlines.
6. Reads a financial report at the annual meeting of the branch and at other times as requested by the board. Publishes the budget in the newsletter prior to the September meeting and submits the budget to the branch for review and approval at the September general meeting.
7. Retains all branch financial records for a period of seven years or in accordance with IRS regulations.
8. Presents the branch financial records for an annual audit.
9. Pays premiums for insurance policies on or before renewal dates.
10. Stay apprised of and re-new or re-submit the branch non-profit status as required by state and federal regulations.
11. If there is no president-elect, orders the past president’s pin. If the president already owns a pin, purchases a gift.
12. Performs other duties as requested by the president or the board.
APPOINTED OFFICERS JOB DESCRIPTIONS
BYLAWS/POLICIES AND PROCEDURES CHAIR
The Bylaws Chair:
1. Serves on the board as an appointed officer.
2. Counsels the president on questions related to Branch Bylaws and Policies and Procedures.
3. Keeps the branch Policies and Procedures Handbook up to date. Chairs a committee that reviews the documents as needed. Advises board members of updates. Submits revised or amended copies to the webmaster to post on the branch webpage.
4. Keeps the branch bylaws current, making changes as mandated by AAUW or AAUW California.
5. Provides a draft of proposed bylaws amendments (other than mandatory) to the state bylaws committee representative prior to submitting amendments to the branch membership for approval.
6. Provides a copy of amended bylaws (after amendments adopted by membership) to the state bylaws committee representative for certification. Provides copies to board members.
7. Performs other duties as requested by the president or the board of directors.
The publicity chair:
1. Evaluates previous branch publicity efforts and assesses current needs.
2. Works with other branch officers and committees to help gain visibility for branch priorities including
• Fall Social.
• Tech Trek and other AAUW mission based programs
• Voter Forums
• Programs/events that are open to the public
• Local scholarships funded by the branch
3. Develops and maintains a list of media contacts and their deadlines, including
• Local columnists and newspaper and Internet Calendar Listings (i.e. Petaluma 360, Petaluma Patch, including event listings in the Argus Courier and the Press Democrat)
• Reporters covering the branch area
• Public service announcements
4. Writes press releases, calendar notices and public service announcements and distributes to media, meeting their deadlines.
5. Keeps copies of Press Releases and advertisements in the publicity experience binder. Provides electronic copies of Press Releases to incoming publicity chair for future use. .
6. Performs other duties as requested by the president or the board.
PUBLIC POLICY CHAIR
The public policy chair:
1. Selects and chairs a public policy committee. See Appendix C.
2. Serves on the branch program committee.
3. Coordinates branch voter forums and meets with the League of Women Voters and the Argus Courier, if applicable.
4. Educates members of the branch about public policy concerns, focusing on national and state public policy priorities.
5. Write articles for the branch newsletter focusing on AAUW and CA state public policy priorities.
6. Coordinates branch response to AAUW CA and AAUW Action Alerts.
7. Attends public policy events. Arranges interviews of local legislators.
8. Maintains branch public policy files and a procedure notebook.
9. Performs other duties as requested by the president or the board.
The Sections Chair:
1. Prepares a Sections handout describing the content, meeting times and dates, and contact persons for the current year’s sections and have available at the fall section.
2. Coordinates with section chairs to update the monthly sections article for the Perspective. The update should briefly describe each open section, contact information for the section chair, meetings times and dates in the upcoming month, and any other pertinent information, for example, the book that is to be discussed in the next literature group meeting.
3. Provides information about sections to new members at the fall social and at appropriate other times (such as new members meetings).
4. Serves as the contact person for members who want to start a new section. Bring the request for the new section to the board for review and approval.
5. Performs other duties as requested by the president or the board.
a. Perspective Editor(s):
1. Decides on the number of issues to be published for the year. Establishes and publishes a schedule for article submission.
2. Collects articles and edits to fit format
3. Emails draft to president before final draft goes to the branch webmaster.
4. Emails draft or consults with the president if there are controversial articles that might be in conflict with policy prior to publication.
5. Maintains copies of all old newsletters on the web site.
6. Submits an electronic copy to the branch webmaster to be posted on the website.
7. Prints and mails a copy of the Perspective to those few members who do not have access to the online edition. Collects mailing fees and submits to vice president membership or finance.
b. Gold Book Editor
1. Works with membership and the database manager to update the Gold Book in the fall.
2. Works with the publications sponsor to place ads in the Gold Book.
3. Sets deadline with membership vice president to establish publishing deadline.
4. Delivers the Gold Book to the printer and distributes after completion. Ensures the printing invoice is sent to the finance vice president for payment.
c. Publications Sponsors Chair
1. Solicits ads (sponsors) to offset cost of newsletter publication.
2. Reminds sponsors to renew in July each year.
d. Membership Concern
Prepares congratulatory or condolence notes to members as directed by the president.
e. Membership Database
1. Works with the membership vice president to ensure new members are added to the communications network in the form of mailing labels, email notification database and Gold Book entries.
2. Ensures that data on all current members is maintained, and that a correct accounting of current members is kept, working with the vice-presidents of membership and finance to ensure accuracy.
3. Notifies vice-president of membership of members who have reached 50 years of continuous membership in the organization so that they can be provided with an honorary membership for life.
4. Provides reports and labels to membership vice president(s) and to other board officials who have a need for them either electronically or in hard copy, e.g., program vice president, Gold Book editor, etc.
f. Email Contact
1. Accepts email content from president or other board members who have a need to communicate to the branch population, and edits content if necessary.
2. Ensures that a current email list is made available to the web master along with any emails that are to be sent.
3. Obtains president's approval before sending emails to the branch unless email is announcing newsletter availability, or is originated by the president.
g. Web Master
Develops and maintains a website to meet the information needs of the branch based on content provided by the president or appointed individuals. Normally board members will be responsible for content in their realm of responsibility.
h. Phone Tree
Contacts members to notify them of special events. The Tree is initiated by approval of the president.
COMMITTEE JOB DESCRIPTIONS
Composition: The Budget Committee shall consist of the finance vice president, president, membership vice president, program vice president and publications sponsor. The chair may add other committee members as needed.
Chair: Finance Vice President
Length of Service: One-year term.
Duties of the Chair
1. Calls meetings of the committee.
2. Presents proposed budget to board for review at the July or August Board Retreat and for approval by the first board meeting of the fiscal year.
3. Sends the proposed budget to the newsletter editor by mid-August for publication in the September newsletter in time for it to be reviewed by the branch members and approved at the September general meeting.
4. Leads branch discussion of proposed budget before branch vote of approval at the September branch meeting.
5. Reviews the budget mid-year and presents the revised budget at the January board meeting.
Duties of the Committee
1. Ensures 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 and Procedures.
2. Uses realistic estimates of expected income.
3. Consults past budgets and year-end financial reports.
4. Considers branch goals in setting funding priorities.
Composition: There shall be a nominating committee of five members appointed as follows: two from the board and three from the general membership. See Branch Bylaws, Article V.
Selection of the Chair: The board selects the chair.
Length of service: One year (from the time of appointment until the branch election), and not more than 3 consecutive years.
Duties of the Chair
1. Calls meetings of the committee.
2. Instructs the committee on the elected positions to be filled and the desirable qualifications for each office.
4. Sets deadline for finalizing the slate.
Duties of the Committee
1. Becomes familiar with the duties of the elected positions for which they are selecting candidates.
3. Develops a slate of officers and sends the slate to the newsletter editor in time for it to be published in the time specified in the branch bylaws which is at least 14 days prior to the election at April general meeting. In considering candidates for branch president or president-elect, candidates must have served on the board at some time
3. Respects the confidentiality of the committee work.
Composition: Program vice-president, branch president, president-elect, membership vice president, AAUW Funds vice president, public policy chair, publicity chair, hospitality chair, international interests chair and any others deemed necessary by the committee chair.
Chair: Program vice president.
Length of Service: One-year term.
Duties of Chair:
1. Calls meetings of committee.
2. Coordinates committee members’ activities and facilitate communication between committee meetings.
3. Presents branch program plan to board.
4. Submits a report to the president at the end of the year with recommendations for the coming year.
Duties of Committee:
1. Creates a branch calendar of branch programs that fulfill AAUW’s mission to advance equity for all women and girls, through advocacy, education, and research.
2. Delegates responsibilities for each program, including (but not limited to): securing meeting space, publicity, branch newsletter articles, getting board approval for speaker honoraria, providing for speakers’ equipment needs, and arranging hospitality refreshments.
3. Ensures that programs are scheduled in accordance with the provisions set forth in the branch Policies and Procedures.
4. Works with the hospitality chair/committee to plan for and provide refreshments and decorations/room arrangements for branch general meetings.
5. Coordinates with the branch Historian to photograph general and special meeting events and maintain photos and other documents either by hard-copy or online storage.
6. Honoraria and speaker’s fees are set by the program committee and financed from the program budget, except in the case of fellowship, grant recipients or LAF litigants.
7. May establish and coordinate a Phone Tree to encourage attendance at general meetings and special events.
Composition: Membership vice president, program vice president, the branch president, the new members chair, sections coordinator, and liaisons to Sonoma State University and Santa Rosa Junior College and any others deemed necessary by the committee chair.
Chair: Membership vice president.
Term of Service: One-year term.
Duties of Chair:
a. Coordinates and facilitates committee members’ activities and communication.
b. Serves on the Finance committee and Program committee and assists with branch communications with branch members.
c. Works with the Finance Vice President and membership treasurer to receive and process dues and applications; keeps the membership directory current and accurate; ensures that branch records match AAUW membership records; and works with AAUW staff to correct errors.
d. Notifies other branches when members transfer.
Duties of Committee:
a. Develops plans to recruit new members and retain current members.
b. Coordinates branch social events and new member orientations.
d. Welcomes new members.
AAUW FUNDS COMMITTEE
Composition: AAUW Funds vice president, president, immediate past president, one past named gift honoree, finance vice president, and one other member.
Chair: AAUW Funds vice president.
Term of Service: One-year term.
Duties of Chair:
a. Oversees AAUW Funds finances. Keep accurate records of all money contributed by branch members to AAUW Funds.
b. Works with the finance vice-president to ensure all contributions are sent to national AAUW by the appropriate deadlines.
c. Serves on the Program committee.
Responsibilities of Committee:
1. Oversees, with the chair, all financial matters concerning Funds monies. Recommends to the board how and where AAUW Funds contributions should be distributed, according to Branch Policies and Procedures.
2. Plans and coordinates, with the chair, fundraising activities for AAUW Funds.
3. Chooses, with the chair, the branch’s annual Named Gift Honoree.
4. Educates the branch and the community about AAUW Funds.
PUBLIC POLICY COMMITTEE
Composition: Public policy vice president, president, program vice president and any others deemed necessary by the committee chair.
Chair: Public policy vice president.
Term of Service: One-year term.
Duties of Chair:
a. Coordinates and facilitate committee members’ activities and communication.
b. Serves on the Program committee.
Duties of Committee:
a. Works with the League of Women Voters and other organizations to organize and promote voter forums.
b. Helps distribute flyers and other materials to local businesses to promote the voter forums.
Composition: Bylaws chair and any others deemed necessary by the committee chair.
Chair: Bylaws Chair
Term of Service: One-year term or as needed
Duties of Chair:
a. Coordinates and facilitate committee members’ activities and communication.
b. Presents committee recommendations to board.
c. Presents board-approved bylaws amendments to the district representative of the AAUW CA Bylaws Committee for approval before the amendments are brought to a branch vote of approval.
d. Keeps the branch bylaws current, making changes as mandated by AAUW or state. Distributes newly amended bylaws changes to board members and any interested branch members or directs them to the branch webpage. Ensures current Bylaws and Policies and Procedures Handbook are posted on the branch webpage.
e. After branch review and approval, sends newly amended/revised Bylaws, and Policies and Procedures to the AAUW CA Bylaws Committee representative.
Duties of Committee:
a. Reviews branch documents as required in Section 1 of this Handbook.
b. Develops draft of proposed amendments for any of those documents to present to the board.