AAUW PETALUMA BRANCH
POLICIES AND PROCEDURES HANDBOOK
AAUW PETALUMA BRANCH, CALIFORNIA
INCLUDING JOB DESCRIPTIONS AND COMMITTEE RESPONSIBILITIES
AAUW Petaluma Policies and Procedures, approved Sept. 26, 2018, updated Sep 26, 2018, 9:53 PM
PETALUMA BRANCH POLICIES & PROCEDURES
(last major update: 2018)
A. Administrative Calendar
B. Board of Directors, Composition
C. Board of Directors, General Responsibilities
D. Board of Directors, Specific Responsibilities
E. Branch Governing Documents Review
F. Budget and Finance
G. Campaign Contributions, Branch
H. Candidate Endorsement Policies
J. Meetings/Programs/Sections/Interest Groups
K. Membership Dues
L. Memorial Gifts
M. Outside Organizations
N. Procedure for Choosing Named Gift Honoree
O. Publications and Communications
P. Reimbursement of Expenses
A. ADMINISTRATIVE CALENDAR
The branch year begins July 1, but board members may begin planning as soon as they are elected.
1. Summer (June-August):
a. Board sets annual goals and objectives
b. Finance VP submits year-end finance report (AAUW year is July 1-June 30)
c. Outgoing branch president appoints financial reviewer in June, who will report to the board by the end of August (see Section 5.1.4)
d. Board approves budget (deadline is August
2. Autumn (September-November)
a. Branch governance committee reviews
b. Finance VP sends state insurance and AAUW Funds assessment to state officer per state invoices
VP submits required IRS and Franchise Tax Board filing, and renews registration
with the California Attorney General’s office to be eligible to raise funds
3. Winter (December-February)
a. Nominating committee is appointed
b. Board conducts mid-year budget review
c. Board sets dates for annual meeting and branch elections
d. Funds committee holds fund raising projects to meet contribution deadlines
4. Spring (March-May)
a. Officer elections and board reports to branch at annual meeting
b. Membership committee sends renewal information to members
c. Outgoing president submits list of elected officers to national and state AAUW by June 1.
B. BOARD OF DIRECTORS, COMPOSITION
1. Voting members of the Board of Directors are:
a. Elected and appointed officers
b. Committee chairs
c. Committee members of AAUW California and national AAUW during their term of service
2. During board votes, board members who hold more than one position may only cast one vote
3. Board members must be present at the board meeting in order to vote
C. BOARD OF DIRECTORS, GENERAL RESPONSIBILITIES
1. Carry on the business of the branch in conformity with AAUW bylaws, branch bylaws, and branch policies and procedures
2. Administer the affairs of the branch between general branch meetings and report actions to the branch
3. Act in conformance with the orders of the branch and actions taken by the branch
4. Submit an annual budget to the branch for approval
5. Establish special committees
6. Plan for the annual meeting and branch elections
7. Allow any branch member to 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
8. Follow the procedure specified in Bylaws Article XI, Section 6, Voting between Meetings, in the event that immediate action on a program or policy question is necessary
9. Report board actions taken at regularly scheduled or emergency board meetings through a summary written by the secretary and published in the branch newsletter
10. After branch elections, hold a joint board meeting in June with both outgoing board members and their successors, during which outgoing board members turn over files and experience notebooks to their successors
D. 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
7. Consult with the president on all branch activities, procedures and policies
8. Set advertising rates for the online newsletter and the Gold Book (membership directory)
9. Promptly submit 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
10. Keep a current experience binder or file that includes resource material, AAUW and AAUW CA mailings, notes, ideas and recommendations for a successor. At end of term of office, add updated position description to binder and give copies to president and president-elect. Pass binder to successor at one-on-one meeting if possible. Assist in updating job description in these policies and procedures, when appropriate
11. Give important papers that ought to be kept in the branch permanent file to the president or appropriate officer
12. Submit materials to web manager as needed to keep the website current
E. BRANCH GOVERNING DOCUMENTS REVIEW
1. Branch policies and procedures shall be reviewed as needed by a board committee appointed by the president and chaired by the parliamentarian.
2. The policies and procedures can be amended or revised by a majority vote of the board.
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 parliamentarian to all board members.
4. When new versions of the policies and procedures are published and distributed they must contain the date of approval, preferably in the lower right hand corner of each page.
5. Branch bylaws shall be reviewed as needed by a board committee, appointed by the president, and chaired by the parliamentarian.
6. Following amendment of branch bylaws in accordance with Article VII or Article XVI of the Branch Bylaws, the president shall submit the revised bylaws directly to national AAUW through the Member Services Database or through firstname.lastname@example.org.
F. BUDGET AND FINANCE
1. Budget Management
a. The Budget Committee’s membership and job description is outlined in Appendix C of these policies and procedures.
b. The proposed budget shall be presented to the board for approval no later than the August board meeting. It shall be published in the newsletter no later than September 1 and presented to the general membership for approval at the September general meeting.
c. Each officer, elected or appointed, having budget funds, shall be responsible for approval of the bills and vouchers for her/his committee and for keeping a current account of funds remaining in her/his budget.
1. Any expenditure over the budgeted amount shall require board approval.
d. Branch financial records, including general accounts and AAUW Fund accounts must be reviewed annually. In June, the outgoing president shall identify someone who will perform this service, who may or may not be a branch member.
e. The financial review shall be conducted after the fiscal year’s books have been closed by the Finance VP. A report shall be submitted no later than the September board meeting.
2. Vouchers and Reimbursements
a. Vouchers for reimbursement should be submitted to the Finance VP within 30 days of the date the expense was incurred, with the exception of telephone expenses. Receipts for ALL expenses must accompany the voucher to be eligible for reimbursement.
b. The Finance VP shall issue checks only after approval of vouchers and bills by the appropriate officer in charge of that budget category.
c. The Finance VP must have prior board approval before transferring funds to or from the branch savings accounts.
G. 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.
H. CANDIDATE ENDORSEMENT POLICIES
National AAUW policies allow for endorsement of candidates and positions under certain circumstances. Generally, Petaluma AAUW chooses not to endorse any candidate(s) or issues and does not take a position on any issues except non-partisan education-related issues. The board may choose to take a position on an issue provided that it is consistent with National AAUW policy, and that the board feels there is a compelling reason to take a position for the good of the community.
1. Purpose: Funds shall only be raised for purposes conforming to the AAUW program and mission.
2. Tax Deductibility: Funds intended for 501(c)(3) entities (e.g., donations to national AAUW Fund, Tech Trek, SRJC, SSU) must be handled in accordance with IRS and state laws to protect the donors, the branch, and the tax-exempt status of the entities involved.
3. General procedure: All fundraising publicity must clearly state the purpose for which the money is being raised.
a. AAUW Fund
Procedures for collecting funds in this category are described under the responsibilities of the Funds Vice President in Appendix A.
Branch or individual contributions to Tech Trek/Speech Trek shall be handled through the AAUW CA Special Projects Fund (SPF).
c. Local Scholarships
To ensure that donations to AAUW local scholarships are tax-deductible, donors shall be instructed to make checks payable to the tax-exempt entities that collect the scholarship money and these checks shall not be deposited into the branch’s bank account.
4. Allocation of funds raised by the Funds Committee
of May 2018, the Petaluma branch contributes to four scholarship funds. The
procedure for distributing the money raised each year by the Fund
s Committee is in the following order:
a. The branch shall ensure that national AAUW Fund receives the amount necessary for the branch to qualify for at least one Named Gift Honoree.
b. The branch shall ensure that the AAUW Community Achievement Awards Scholarship is adequately funded. If income from the Connie Mahoney Petaluma Educational Foundation Endowment does not fully cover this scholarship, the branch shall send sufficient funds to PEF to make up the difference.
c. A sum of money, to be decided each year by the AAUW Petaluma 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.
d. AAUW Petaluma Funds provided scholarship funds to AAUW’s National Conference for College Women Student Leaders (NCCWSL) in 2018; donations to AAUW Petaluma Fund may be designated for NCCWSL.
e. A portion of donations made to AAUW Petaluma Funds, as determined by the AAUW Petaluma Funds VP and the Funds Committee, shall be retained in the Funds checking account as seed money for the next fundraisers.
f. Any remaining monies may be given to national AAUW.
J. MEETINGS/PROGRAMS/SECTIONS/INTEREST GROUPS
1. Prospective members may attend no more than 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 shall 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 shall not be scheduled at the same time as 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 scheduled general meetings.
K. MEMBERSHIP DUES (Updated May 2018)
1. Current dues are $97, consisting of:
a. AAUW national dues $59 (tax-deductible portion: $46)
b. AAUW CA dues: $20
c. Branch dues: $18
2. Student affiliate fees are: $38, consisting of:
a. AAUW student affiliate fee $I9 (tax deductible portion: $17)
b. CA student affiliate fee $10
c. Branch student affiliate fee $9
3. E-Student affiliate: $0 (E-Students attend an AAUW College/ University Partner)
4. At certain times of the year and in certain situations discounts on dues are available in accordance with national and state AAUW guidelines.
5. Paid life members are exempt from national AAUW dues but must pay state and branch dues.
6. Fifty-Year honorary life members are exempt from AAUW, state and branch dues.
7. A member whose dues remain unpaid after September 30 may be dropped from membership.
L. MEMORIAL GIFTS
Upon the death of an active member, the branch may make a memorial gift to the Sonoma County Library - Petaluma Library or to an AAUW fund. Money for the gift shall be taken from the membership budget 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 shall be made by a member of the Membership Committee during the AAUW year in which the death has occurred.
M. OUTSIDE ORGANIZATIONS
1. No outside organization shall be allowed to promote its fund raising activities or sell tickets at branch meetings.
2. Information concerning any organization other than AAUW shall not be published in the monthly newsletter or sent via the branch email network without board approval.
3. 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.
N. PROCEDURE FOR CHOOSING NAMED GIFT HONOREE
1. . The Funds Committee shall choose one or more members each year as the branch’s Named Gift Honoree(s). An adequate sum shall be sent to national AAUW in the name of the Honoree(s) by the announced deadline.
2. 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 one or more current members. Any outstanding community service and professional activities should also be listed but shall be in secondary importance in the selection process.
3. It is permissible to award this highest honor of the branch to a past Honoree when appropriate.
4. The Funds Vice President shall maintain a file of nomination letters for at least 5 years.
5. A call for nominations shall be in the December and January branch newsletters. The article shall include the criteria for nomination as well as the names of the committee members.
6. Nominations that have been submitted to the Funds Vice President by the announced deadline shall be distributed to the committee members, who shall meet and decide the awardee(s). A quorum of the 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).
7. The awardee(s) name(s) shall be sent to national AAUW by the announced deadline.
O. PUBLICATIONS AND COMMUNICATIONS
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.
P. REIMBURSEMENT OF EXPENSES
1. Budgeted Expenses: Voucher Submission
a. Vouchers for reimbursement shall 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 shall 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. When more than three officers attend national or state conventions, additional funds may be budgeted from the branch savings account, provided that no more than 20% of the savings account is depleted for this purpose.
c. Selection of delegates will be made in the following order:incoming president and current president, executive board, committee chairs, and branch members. Budgeted funds shall be divided among the delegates at the discretion of the board.
A sum of money, to be determined by the budget committee, can be allocated by the board to defray expenses of a member attending.
Council (IBC) and District Meetings
100% of fees for district meetings and trainings shall be reimbursed for the president and for those incoming board members who wish to attend. Reimbursable district meetings do not include the annual Tri-Branch program and brunch.
In the case of co-presidents or co-presidents-elect, when both attend any of the events described above, the reimbursement available shall be split equally between them.
ELECTED OFFICERS’ JOB DESCRIPTIONS
C. Program Vice President
D. Membership Vice President
E. Finance Vice President
F. Funds Vice President
The president is the branch’s administrator, coordinator and creative planner. To qualify for this position the nominee must have served on the branch executive 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.
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 that are not chaired by an elected officer in accordance with Appendix C of these Policies and Procedures
6. Interprets the objectives of AAUW to the members and to the public
7. Submits the names of branch officers and chairs and any required reports to AAUW CA and AAUW
8. Writes a monthly president’s message for the newsletter
9. Reviews newsletter draft with editor(s) prior to publication and reviews changes to website content before submission to the 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 whenever notified by AAUW or AAUW CA of mandatory amendments
12. Ensures that the branch has enrolled in the state liability insurance program
13. Serves as an ex-officio member of all committees.
14. Attends district meetings or sends a representative
15. Represents the branch at AAUW CA conventions, AAUW conventions and other meetings to the extent possible, and reports the results of these conventions and meetings to branch members
16. Keeps an experience notebook
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.
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]
C. PROGRAM VICE PRESIDENT
The program vice president has the following responsibilities:
1. Chairs the program committee and plans branch programs. See Appendix C for specific duties as committee chair
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, submits it to the finance VP prior to the development of the upcoming year’s budget, and reviews and approves vouchers for program-related expenses submitted by other program committee members
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. Keeps an experience notebook
9. Performs other duties requested by the president or the board of directors
D. MEMBERSHIP VICE PRESIDENT
The membership vice president has the following responsibilities:
1. Chairs the membership committee. See Appendix C for specific duties as committee chair.
2. Initiates and coordinates branch recruitment efforts
3. Develops the budget for the branch’s membership activities with input from the new members chair and member concerns, and submits to the finance VP prior to the development of the upcoming year’s budget
4. Works with new members chair to plan new member meetings and orientation, keeping her informed throughout the year as new members join the branch
5. Performs the duties of the membership treasurer if that position is vacant
6. Writes a monthly newsletter article focusing on membership and new members of the branch
7. Presides at meetings in the absence of the president, president-elect and program vice president
8. Serves on the program committee.
9. Performs other duties requested by the president or the board of directors.
10. Promotes online applications for new membership and online membership renewals/dues payment incorporating AAUW, CA AAUW and branch dues
E. FINANCE VICE PRESIDENT
The Finance Vice President has the following responsibilities:
1. Chairs the budget committee. See Appendix C for specific duties as committee chair.
2. Receives all monies submitted to the branch except for those administered by the AAUW Fund vice-president.
3. Pays all bills approved in the budget and verified by the president or responsible officer. Any single expenditure over $100 and not approved as part of the branch budget, must be approved in advance by the board.
4. Keeps an accurate set of financial records.
5. Manages the branch’s bank accounts
a. Is an authorized signer on all branch bank accounts. The branch’s general operating checking account shall require two signatures on all checks.
b. Keeps separate ledgers and records for the branch general account, Funds financial records, and any other accounts required by the IRS to be kept separate.
c. Receives membership dues remitted online.
d. Receives membership dues paid locally and remits them to AAUW in cooperation with the Membership Vice President and Membership Treasurer.
6. Reports the branch’s financial status on a regular basis
a. Reads a financial report at the annual meeting of the branch and at other times as requested by the board.
b. 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.
c. Provides a mid-year financial report to the board and suggests revisions that may be necessary
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 review.
9. Pays premiums for insurance policies on or before renewal dates.
10. If there is no president-elect, orders the past president’s pin for presentation at the May meeting. If the president already owns a pin, purchases a gift.
11. Performs other duties as requested by the president or the board.
F. FUNDS VICE PRESIDENT
The Funds vice president has the following responsibilities:
1. Chairs the Fund Committee. See Appendix C for specific duties as committee chair.
2. Develops a budget for the Fund activities and keeps an accurate record of all monies.
3. Oversees, with the committee, all financial matters concerning Funds monies.
a. AAUW Funds monies are maintained in accounts separate from the branch general monies
b. All Funds bank statements shall go to the finance vice president, who shall provide a copy to the Funds vice-president.
c. Authorized signers for the Funds account(s) are the Funds Vice President, the branch President and the branch Finance Vice President.
d. Two signatures are required for all checks: the Funds Vice President and one other authorized signer.
e. The Funds Vice President must make monthly reports to the board of all Funds monies. A copy of the report shall be furnished to the Finance Vice President.
4. Recommends to the board how Funds contributions should be distributed. Distributions must follow Section I (4) of Branch Policy and Procedures, Allocation of funds raised by the Funds Committee, to ensure all fundraising meets AAUW and legal requirements.
5. Educates the branch and the community about the AAUW Fund programs.
6. Maintains a list of all members who contribute and sends them written acknowledgment of their donation.
7. Serves on the Program Committee.
8. Presides at meetings in the absence of the president, the president-elect, the program vice president and the membership vice president.
9. Performs other duties requested by the president or the board of directors.
The secretary is the recording officer of the organization and the custodian of all records except those specifically assigned to others. Ideally this position will be held by two members who split the following responsibilities at their discretion:
1. Takes minutes and records attendance at board meetings.
2. Takes minutes at all general branch meetings.
3. Has available for reference a copy of the Branch Bylaws, Branch Policies and Procedures and a list of elected officers, appointed offers and committee chairs.
4. Sends a copy of the minutes of the previous board meeting to the president and board members via email prior to the next board meeting.
5. Keeps minutes of board and branch meetings forever, as they are the legal record of the organization.
6. Performs other duties requested by the president or board.
APPOINTED OFFICERS’ JOB DESCRIPTIONS
1. College Liaison
a. Perspective Editor
b. Gold Book Editor
c. Email Contact
d. Membership Concerns Chair
e. Membership Database Chair
f. Publication Sponsors Chair
3. Expanding Your Horizons Coordinator
5. Hospitality Chair
6. Membership treasurer
8. Publicity Chair
9. Public Policy Chair
10. Sections Coordinator
11. Tech Trek Chair
1. COLLEGE LIAISON
The responsibilities of this position (for either SRJC or SSU) may include, but are not limited to the following:
a. Reviews the branch goals for the year (i.e., higher community visibility, more diverse programs, new members, etc.) and plans ways to liaison with the college to promote those goals
b. Uses the College Liaison branch binder as a resource for additional details and suggestions about how to facilitate a relationship between our branch and the college(s). Increases its effectiveness by adding ideas for future liaisons
c. Meets in person with the faculty or staff members (usually two) who represent AAUW on campus to develop ways to work with them to increase awareness on campus of AAUW and the varied programs that are available through the organization (as the National Conference for College Women Student Leaders – NCCWSL).
d. Promotes AAUW’s visibility directly on campus and through the use of social media and may coordinate efforts with other AAUW branches. (See the CL binder for specific ideas.)
e. Helps promote voter registration and education by partnering with various campus groups and departments during election years
f. Becomes involved with our annual AAUW scholarship winners by joining the Fund chairs in attending the campus award ceremonies and inviting the winners to branch functions
g. Informs members through the branch newsletter of upcoming campus events specific to AAUW goals of continuing education
h. Regularly attends board meetings to keep members informed of college liaison activities through the year This may also include periodic newsletter articles to enhance the college/branch partnership
The Communications Chair is the president, president-elect or an appointed chair who oversees the following components of communications:
a. 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 webmaster 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
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. 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. Membership Concerns Chair
1. Sends cards and notes and phones members supporting them in times of sickness or death of a loved one or when good news is learned
2. Publishes said information in the newsletter with the consent of the affected member
3. Visits the affected member when possible
d. 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.
e. Perspective Editor
1. Publishes a monthly branch newsletter from September through June, or as specified by the President and the Board. Establishes and publishes a schedule for article submission
2. Collects articles and edits to fit format
3. Emails draft to president for review and approval before final draft goes to the branch webmaster
4. Prior to publication, consults with the president if there are controversial articles that might be in conflict with policy
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. Designates a newsletter mailer who:
a. Reformats the newsletter’s email format into a format suitable for printing on standard-size paper
b. Prints and mails copies to members who have paid for hard copies
c. Submits vouchers for printing and mailing expenses to Finance VP
f. Phone Tree
Contacts members to notify them of special events. The Tree is initiated by approval of the president.
g. Publications Sponsors Chair
1. Solicits ads (sponsors) to offset cost of publications
2. Reminds sponsors to renew in July each year
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.
3. EXPANDING YOUR HORIZONS COORDINATOR
EYH Sonoma County is a one-day event
sponsored by various local organizations, with the goal of increasing the
awareness of young women and their parents of the importance of adequate
preparation in math and science.
The EYH Coordinator:
a. Ensures that the branch’s annual donation to EYH Sonoma County ($100 in 2017-18) is sent by the appropriate deadline
b. Serves on the Tech Trek Scholarships Committee
c. With board approval following the mid-year budget review, may offer scholarships to the EYH event to Tech Trek nominees who were not selected as campers and/or to other 8th grade girls, with the money to come from operating funds/community projects
d. May organize fundraising activities to ensure that enough funds are available in the general budget to cover EYH registration fees for the targeted number of sponsored attendees
e. Serves as the contact person for EYH scholarship recipients and their parents, providing information and helping to arrange transportation, etc. as needed
f. Serves as our branch’s representative at the annual EYH event, assisting at workshops and/or sessions for parents and educators
Invites the past spring’s EYH attendees
to speak about EYH at a general meeting
Maintains branch records that are not maintained by other officers, such as:
a. Scrapbooks with photos and clippings of newspaper articles about branch events of current and past years
b. Copies of newsletters from the years before newsletters were posted on the branch website
c. Gold Books from current and past years
5. HOSPITALITY CHAIR
The main job of the hospitality chair is to implement plans made by the Program Committee. The hospitality chair:
a. Procures and provides snacks, drinks (water, coffee, tea, and accoutrements that go with them) and decorations as deemed appropriate for the occasion
b. Obtains and keeps on hand basic supplies such as paper goods and serving ware
c. Arrives at general meetings early to set up tables and set out refreshments, and cleans up after the meeting
d. Solicits members’ help in providing food for special events such as the Fall Social and May Installation
6. MEMBERSHIP TREASURER
The membership treasurer works
together with the membership vice president, finance vice president and
membership database chair to keep branch membership records current.
The holder of this job:
a. Sends out dues renewal notice to members by July 1st of each year, using the national Member Services Database
b. Promotes online applications for new membership and online membership renewals/dues payment incorporating AAUW, CA AAUW and branch dues
c. Handles membership dues payments made by check
1) Forwards checks to national
2) Records the payments on the national Member Services Database
3) Reports the payments to the branch Finance VP
d. Keeps track of branch members who have paid their dues online and provides updated dues payment/current year membership information to the finance vice president, membership vice president and database chair
e. Continues to monitor dues payments until final date to submit membership data to Gold Book by October 1st
f. Checks the branch’s member list against the national Member Services Database list to identify and correct discrepancies
g. Enters new members’ names and pertinent information in the national Member Services Database
h. Records address changes and deaths on the national Member Services Database and reports same to the branch membership database chair
i. Identifies members who qualify for Honorary Life Membership status and sends HLM applications to national
a. Serves on the board as an appointed officer
b. Counsels the president on questions related to Branch Bylaws and Policies and Procedures
c. Chairs the Branch Governance Committee, which updates Branch Bylaws and Branch Policies and Procedures (see Appendix C for specific duties as committee chair)
d. Performs other duties as requested by the president or the board of directors
The Publicity Chair:
a. Evaluates previous branch publicity efforts and assesses current needs
b. 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
c. 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
d. Writes press releases, calendar notices and public service announcements and distributes to media, meeting their deadlines
e. Posts notices of upcoming branch events and other news on the branch’s Facebook page
f. Keeps copies of press releases and advertisements in the publicity experience binder and provides electronic copies of press releases to incoming publicity chair for future use.
g. Performs other duties as requested by the president or the board.
The Public Policy Chair:
a. Selects and chairs a Public Policy Committee (see Appendix C for specific duties as committee chair)
b. Serves on the branch program committee
c. Educates members of the branch about AAUW’s national and state public policy priorities through newsletter articles and branch programs
d. Coordinates branch response to AAUW CA and AAUW Action Alerts
e. Attends public policy events. Arranges interviews of local legislators
f. Maintains branch public policy files and a procedure notebook
g. Performs other duties as requested by the president or the board
10. SECTIONS COORDINATOR
The Sections Coordinator:
a. Prepares a sections handout describing the content, meeting times and dates, and contact persons for the current year’s sections and has these handouts and signup sheets available at the Fall Social and at appropriate other times (such as new members meetings)
b. Serves as the contact person for members who want to start a new section and brings the request for the new section to the board for review and approval
c. Oversees current ongoing sections for member attendance (one-time guests only, with spouses allowed for couple sections)
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
· Eliminate or place on hiatus old sections that are full or no longer chaired
e. Performs other duties as requested by the president or the board
11. TECH TREK CHAIR
The Tech Trek Chair:
a. Organizes fundraising activities to sponsor several local 8th grade girls’ attendance at AAUW’s one-week science camp, where girls are exposed to STEM subjects and are encouraged to continue their education in STEM academic fields
b. Follows AAUW-CA’s rules for collection and disbursement of donations for camp scholarships
c. Chairs the Tech Trek Committee, which selects Tech Trek campers nominated by local teachers (see Appendix C for specific duties as committee chair)
newsletter articles reporting on fundraising and camper selection results
COMMITTEE JOB DESCRIPTIONS
1. Branch Governance Committee
2. Budget/Finance Committee
3. Funds Committee
4. Membership Committee
5. Nominating Committee
6. Program Committee
7. Public Policy Committee
8. Tech Trek Committee
1. BRANCH GOVERNANCE COMMITTEE
Composition: Parliamentarian and any others deemed necessary by the committee chair
Term of Service: One-year term or as needed
Duties of Chair:
a. Keeps the Branch Bylaws current, making changes as mandated by AAUW or AAUW California and sending the updated Bylaws to the branch president for submission to the appropriate national AAUW office
b. Coordinates non-mandatory changes to Branch Bylaws by taking these steps:
1. Convenes a Bylaws Committee to review and recommend additional updates of Branch Bylaws and Branch Policies and Procedures as needed
2. Presents committee’s proposed (non-mandatory) Branch Bylaws changes to the board for review and possible additional changes
Following board approval, presents proposed
Bylaws changes to general membership for review by
(i) arranging for the proposed amendments to be posted online and
(ii) submitting an article to the newsletter alerting the membership to the changes, with a link to the appropriate web page
4. After branch review and approval, sends newly amended Bylaws to the president for submission to the appropriate national AAUW office
c. Coordinates changes to Branch Policies and Procedures by taking these steps:
1. Convenes a Policies Committee to review and recommend changes
2. Presents the committee’s recommendations to the board for approval
3. Following approval by the board, sends the amended Branch Policies and Procedures to the webmaster for posting online
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
2. BUDGET/FINANCE COMMITTEE
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:
a. Calls meetings of the committee
b. 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
c. 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
d. Leads branch discussion of proposed budget before branch vote at the September branch meeting
e. Reviews the budget mid-year and presents the revised budget at the January board meeting
Duties of the Committee:
a. 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
b. Uses realistic estimates of expected income
c. Consults past budgets and year-end financial reports
d. Considers branch goals in setting funding priorities
3. FUNDS COMMITTEE
Composition: Funds vice president, president, immediate past president, one past named gift honoree, finance vice president, and one other member
Chair: Fund vice president
Term of Service: One-year term
Duties of Chair:
a. Coordinates fundraising activities
b. Keeps accurate records of all money contributed by branch members to national AAUW Fund and works with the finance vice-president to ensure all contributions are sent to national AAUW by the appropriate deadlines
c. Coordinates Funds Committee meetings to select the branch’s annual Named Gift Honoree
Duties of Committee:
a. Helps plan and carry out fundraising activities for AAUW Fund and local scholarships
b. Chooses, with the chair, the branch’s annual Named Gift Honoree, following the procedure outlined in Section N of Branch Policies and Procedures
c. Educates the branch and the community about AAUW Fund
4. MEMBERSHIP COMMITTEE
Composition: Membership vice president, program vice president, branch president, new members chair, member concerns, 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:
May convene a Membership Committee as needed for membership events
Duties of Committee:
a. Develops plans to recruit new members and retain current members
b. Helps with branch social events and new member orientations
c. Welcomes new members
d. Arranges for In Memoriam donations to the Library or an AAUW fund
5. NOMINATING COMMITTEE
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:
a. Calls meetings of the committee
b. Instructs the committee on the elected positions to be filled and the desirable qualifications for each office
c. Sets deadline for finalizing the slate
Duties of the Committee:
a. Becomes familiar with the duties of the elected positions for which they are selecting candidates
b. Develops a slate of officers and sends the slate to the newsletter editor in time for it to be published 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 executive board at some time
c. Respects the confidentiality of the committee work
6. PROGRAM COMMITTEE
Composition: Program vice-president, branch president, president-elect, membership vice president, Funds vice president, public policy chair, publicity chair, hospitality chair, and any others deemed necessary by the committee chair
Chair: Program vice president
Length of Service: One-year term
Duties of Chair:
a. Calls meetings of committee
b. Coordinates committee members’ activities and facilitates communication between committee meetings
c. Presents branch program plan to board
d. 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
e. Works with the president to arrange blast email reminders to encourage attendance at general meetings and special events
Duties of Committee:
a. 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
b. Ensures that programs are scheduled in accordance with the provisions set forth in the branch Policies and Procedures
c. Arranges for photographs of general and special meeting events to be sent to the newsletter editors and social media chair
program budget, including honoraria and speaker’s fees, except for fees set by
AAUW for fellowship and grants recipients or LA litigants
7. PUBLIC POLICY COMMITTEE
Composition: Public policy chair, president, program vice president and any others deemed necessary by the committee chair
Chair: Public policy chair
Term of Service: One-year term
Duties of Chair:
a. Organizes committee meetings to plan voter forums
b. Coordinates and facilitates committee members’ activities and communication
c. Serves as liaison with forum co-sponsors, such as the League of Women Voters and the Argus Courier, inviting them to committee meetings
e. Sends invitations to potential forum participants
d. Sends thank you notes to forum participants
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
c. Assists at voter forums by helping with setup, timekeeping, collection of audience questions and other tasks
Composition: Tech Trek chair, Expanding Your Horizons Coordinator and other branch members who volunteer to serve on the committee
Chair: Tech Trek chair
Term of Service: One year
Duties of Chair:
a. Organizes fundraising activities for Tech Trek camp scholarships, following AAUW-CA’s rules for collection and disbursement of donations
b. Recruits branch members to serve on the Tech Trek committee
c. Contacts and follows up with 8th grade science and math teachers to have them nominate girls for Tech Trek
d. Educates committee members about AAUW-CA guidelines for the selection process
e. Arranges for and Invites nominated students to interviews and explains the process to their parents, if requested
f. Invites the past summer’s Tech Trek campers to speak of their experience at a branch general meeting
Duties of Committee:
a. Helps the chair raise funds and solicit nominations for Tech Trek camper spots
b. Helps educate relevant junior high administrators and teachers about the Tech Trek
c. Interviews students who have been nominated by their teachers
d. Selects campers on the basis of rules established by AAUW-CA for the selection process