Policies

The following is a statement of accepted procedures and policies in force at this time.    This statement should be included in the permanent file of every branch officer and chair, and be revised each year by the current president, incoming president and the secretary to include changes duly voted by the board of directors.  This revision should be completed by the June board meeting that shall be attended by the combined in-coming and out-going boards.  Further amendments may be voted by the board at that time or at any board meeting. These policies are in addition to the bylaws and the standing rules (if any) and should be used in conjunction with them.

Official Address of the San Fernando Valley, CA Branch

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The Valley Link post office box in Tarzana shall be used as a permanent branch address for income tax purposes and other legal matters. The box is #294, Tarzana, CA 91357. The post office box should be checked at least monthly by the person designated by the President.

San Fernando Valley, CA Branch Internet Address

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The branch shall establish a home page on the following Internet address:

www.aauw-sfv.org.

San Fernando Valley, CA Branch Telephone

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The branch shall establish a business telephone that shall be answered by an answering machine:

818 888-9744

Public Policy

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The writing of letters to Congress and other legislative or administrative bodies in the name of the branch is the responsibility of the President and copies should be provided for branch files. The President may delegate an appropriate member to write the letter, which should be reviewed by the President before being sent. Letters may be written in support of general principles of the AAUW public policy as well as in support of specific bills. No letters may be written on behalf of the branch in opposition to the AAUW policy.

Public Policy Emergency Procedures

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The Public Policy Chair may take emergency action on specific legislation clearly within the scope of the public policy program and clearly in accord with previous study and action of this branch. Such action can be taken only with the approval of the President and committee chair in whose area the measure falls.

Candidate Endorsement Policy

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Introduction

Candidates for elected office who are eligible for endorsement by the San Fernando Valley Branch, CA of the American Association of University Women, must be running for non-partisan offices within the area served by the San Fernando Valley Branch.

Policy

bullet The Branch may choose to endorse or take no position on candidates for non-partisan elected office; recruit candidates for such offices; or oppose a candidate for non-partisan elective office if such a candidate is unopposed.
bullet To receive the endorsement of the Branch, candidates' positions must be in accord with the mission statements, public policy priorities, and public policy guidelines of the Association, State, and the Branch on issues which may be affected by their office.
bullet The number of endorsed candidates need not be limited to the number of seats to by filled in any election.
bullet The Branch may not make monetary or material contributions, publish paid political announcements, or issue special mailings on behalf of any candidate for any office, partisan or non-partisan.

Procedure

Any member of the San Fernando Valley Branch may request that the endorsement process be initiated for an elected office.  The President shall appoint a committee of no more than 7 members to follow the endorsement procedure and make recommendation(s) to the Branch.  The Branch will then follow the established process for taking action by the Branch.

The committee shall:

bullet Formulate a list of questions pertaining to AAUW public policy positions to be sent to the candidates.  The questions shall be included with a packet of AAUW public policy program, a request for a resume and the candidate's printed campaign literature.  The candidates my be invited to be interviewed.
bullet After the responses are received by the committee, they shall meet to evaluate those responses and determine the interview site and time.  Branch members will be notified of the interview site and time and encouraged to attend.

The Committee shall report back to the Branch Board with its recommendation.  Notice shall be given in the Valley Link that the vote on the recommendation will be taken at the next branch meeting.

A simple majority of the members voting shall determine the result of the vote.

All candidates who responded to the questionaire for the office under consideration shall be notified of the Branch vote and endorsement, if any.

Candidate Forum

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The branch may not endorse any candidate for partisan public office. The branch may hold candidate forums where all candidates for a partisan office are invited to speak and answer questions about their positions on AAUW issues so that the members will be informed before voting. Candidates for partisan public office may be introduced at a general meeting, but may not speak on his/her candidacy unless all other candidates have been invited.

Use of Public Name

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All speakers and speeches in the name of AAUW shall be cleared with the president. All speakers should observe the AAUW policy on the use of name and action.

Public Participation in Planning

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The SFV, CA branch supports continued citizen participation at all levels of government and particularly in the planning process.

Projects

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Any committee wishing to engage in a project, financial or otherwise, must have the approval of the board of directors before entering into such a project, and must report progress to the board of directors at least once a year.

Cooperation With Other Organizations

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Financial contributions should not be made to outside organizations. The contribution of the branch to its community is through leadership and service. Its primary financial obligation is to the program of the Association. Any committee wishing to engage in a project in cooperation with another organization must submit to the board of directors an estimate of expenses when requesting approval of the project. The branch may cooperate with other branches or organizations on projects for the promotion of common interests provided that the organizationís policies and program are in accord with those of the Association, and provided that the autonomy of the branch is not impaired.

(See Standing Rules for use of branch mailing lists.) ??????

Memorial Gift Donation

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The branch, with the approval of the Board, may donate a gift of $10 (or more, if appropriate) to EF or LAF ďin memory ofĒ when a branch member or immediate family member of a Board member dies. The ďin memory ofĒ gift shall be published in the Valley Link.

Branch Member Dues

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Association Members:

The annual dues for branch members, which includes a subscription to the Outlook and California Perspective, shall be as follows:

Association dues $45.00
AAUW CA dues (State) $16.00
Branch dues $26.00
Total member dues $87.00

Pro-ration of dues

Dues for new members joining between January 1 and March 15 shall be pro-rated in the following manner:

Association dues $22.50
AAUW CA dues (State) $16.00
Branch dues $13.00
Total member dues $51.50

Paid Life Members:

Any branch member of the Association upon payment of twenty yearsí dues, based on the amount of Association dues the year she/he elects to become a life member. Thereafter, the life member shall be exempt from payment of Association dues.

Honorary Life Members:

Any branch member who has paid dues for 50 years (does not need to be consecutive) is eligible to become an Honorary Life Member. A member who achieves this should inform the branch Membership-Treasurer who will apply to the Association for official status. Upon confirmation, the member is exempt from payment of any dues, national, state or branch.

Student Affiliate Fees

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The annual student affiliate fees shall be as follows:

Association dues $17.00
AAUW CA dues (State) $16.00
Branch dues $ 7.00
Total member dues $40.00

Pro-ration of Student Affiliate fees

Student Affiliate fees shall be prorated in the same manner as branch members who join after January. They shall be as follows:

Association dues $ 8.50
AAUW CA dues (State) $16.00
Branch dues $ 5.00
Total member dues $29.50

(See Article VI of the Branch Bylaws for procedure governing dues changes.)

Budget and Finance

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The budget shall be prepared by the finance committee to meet the needs of the officers and chairs in performing their duties and the goals established by the branch. It shall be published in the September Valley Link, submitted for endorsement at the September board meeting and presented to the general membership for approval at the September general meeting.  The committee shall review the budget at mid-year and may present a mid-year budget revision to the board of directors at the February board meeting.  Chairs shall submit proposed expenditures that would exceed their budgets to the finance chair for approval prior to the February board meeting at which the budget is revised.

Payment of Vouchers: All bills and vouchers with receipts attached shall be sent to the finance chair at least monthly in triplicate for approval before payment by the Treasurer. 

Presidentís Expenses: For expenses while in office not covered by the branch budget, the President shall be allowed a minimum of  $250.00.  The amount will be determined annually by the Finance Committee after reviewing the previous presidentís expense report.  A check for the amount determined shall be written to the President at the beginning of each fiscal year. It is her responsibility to keep records of her expenses not covered by the branch budget and to give a record of those expenses to the Finance Chair at the June board meeting.

Conference and Convention Fiscal Policy: Payment for branch members to attend AAUW conferences and conventions shall be governed by the policy that was approved on 3/13/96 and is attached to these Policies.

Educational Foundation Vice-President, Ways and Means Chair, and Legal Advocacy Fund Chair: The EF Vice-President, the Ways and Means Chair, and the LAF Chair shall keep separate ledgers of their yearly financial activities and make these ledgers a permanent part of their experience notebooks.

Other Board members:  All chairs should keep a financial account of their expenses for the year for their own records and the information should be made a part of their experience notebooks.

Dues Support Fund:  A Dues Support Fund has been established from donations to be used for dues for those members in financial need.  A committee consisting of the President and Membership Treasurer shall determine the rules for the use of this fund and distribute the funds on a case by case basis.  The names of members seeking dues support shall be kept confidential.

Deposits:  Deposits in excess of $200.00 for future branch meeting places must be approved by the President, Program Vice President, and Finance Chair before payment is made.  The President-Elect in the absence of the President or Finance Chair may substitute.

The Post Office box:  Rental is paid annually by the treasurer prior to January 1.

Special mailings: Plans for special branch mailings, including flyers to be inserted in the Valley Link, shall be authorized by the President.  Postage for the special branch mailing shall be charged to the budget account of the group requesting the mailing. Address labels may be obtained from the Membership Treasurer for branch wide mailings.  The cost of the labels will be charged to the budget account of the committee requesting them.

Selling materials: Approval of the board of directors must be secured by a member prior to selling articles at any meeting of the branch.  A percentage of the funds so received shall revert to the branch to further its purposes and program.  The board shall be authorized to establish percentage rates.  The selling of educational materials for the benefit of the membership may be authorized without donating a percentage of profits to the branch.. 

Accrual Accounts

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The following accounts are permanently funded and do not revert to the General Fund at the end of each fiscal year:  

bullet Dues Support Fund
bullet Evening Gourmet
bullet Directory Cover Fund
bullet CA Conference Fund
bullet CA Convention Fund
bullet Association Convention Fund
bullet Regional Conference Fund/Leadership Conference Fund
bullet Public Policy Event Fund
bullet Letterhead Stationery Fund

Insurance

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This branch is covered by the AAUW CA Comprehensive General Liability policy, with the following definitions:           

Comprehensive Insurance: Insurance that covers, under one insuring agreement, all  hazards within the general scope of the contract except those specifically excluded.

General Liability Insurance: Insurance against loss due to all claims against the insured for damages arising from the business premises or operations (except those arising from motor vehicles and other stated exclusions).

Named Insured: A person, firm or corporation, or any member thereof specifically designed by name as insured in a policy as distinguished from others who though unnamed are protected under some circumstances.

Additional Insured: An additional entity that is afforded liability coverage under the policy.

Certificate of Insurance: A statement of coverage will take the place of the policy.  A copy of the group certificate is sent to each branch treasurer.

Products Liability Insurance: Insurance against loss due to claims against the insured for damages arising from handling, use of, or any condition in, products manufactured, sold, handled or distributed by the insured, the accident or occurrence on which claims are based taking place away from the premises of the insured.

Bonding Insurance

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The insurance is called a crime policy and provides blanket coverage for all officers/directors and branch fundraising chairs of AAUW CA and all branches of AAUW CA against loss due to theft or dishonesty.

Procedure for Filing an Insurance Claim

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Contact the AAUW CA Office immediately to receive instructions for filing a claim.

bullet Report bodily injury claims within 24 hours.
bullet Report property damage claims within 7 days.
bullet Do not accept responsibility or admit any fault for the incident.
bullet Accurately record the facts with as much detail as possible.

An insurance adjuster will investigate and determine the damage and costs.

Education Foundation Policy

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The following Fellowships and Grants have been established by the San Fernando Valley Branch:

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The San Fernando Valley Branch International Fellowship was established on April 19, 1969 and was completed and acknowledged by the Association in 1978.

bullet The Evelyn MacLean Ghormley American Fellowship was established by the branch on March 17, 1991 and was completed and acknowledged by the Association on April 26, 1992.
bullet The Heidi Bomser Kadonaga Research and Projects Grant was established by the branch on March 20, 1993 and was completed and acknowledged by the Association of April 23, 1994.
bullet The Joseph and Mooneen Lecce American Fellowship was established by the Association in June 1996 and was completed and acknowledged by the state on May 2, 1998.
bullet The Hazel Crute Research and Projects Grant was initiated by the branch on June 1998 and was completed and acknowledged by the state on ??????
bullet The Natalie Baurmash Research and Projects Grant was initiated by the branch on ????? and the branch is currently working to fulfill the commitment.
bullet The Zoe Tregeboff Research and Projects Named Unit was initiated by the branch on ???? and the branch is currently working to fulfill the commitment.

All monies raised by EF shall be contributed to the AAUW Educational Foundation. For each $1,000 the branch contributes to EF, a member, non-member, or branch may be named in honor of the gift (Named Gift Honoree). The contribution may be given undesignated or designated as recommended by the California EF committee with the approval of the Board. Guidelines for selection of SFV, CA Branch Named Gift Honorees are:

  1. The honoree shall have contributed to the branch program.
  2. Branch members honored previously should not be excluded from consideration if service to the branch continues.
  3. Special service to the community by a member of the branch should be considered.
  4. A special service to the branch by a non-member may be considered.

The names of persons honored by a donation to EF shall be listed in the Valley Link.

Funds collected from SFV, CA Branch bridge groups shall be donated to EF.

EF and LAF Acknowledgement Policy

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All individual contributions of $100 or more shall be sent to the CA AAUW office within one month of receipt with the name and address of the donor so that they can be acknowledged promptly.

 All individual contributions of $25 or more shall be acknowledged with an appropriate thank you from the EF or LAF chair.  

All individual contributions shall be listed in the next available Valley Link.

General Meetings

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Branch members and those  listed in the Valley Link may post their business cards at general meetings at a location to be determined by the Program Vice President.

The program committee shall determine the fee for meetings to help defray the cost of room rental and food.

Board Meetings

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Any member of the branch may attend any board meeting.  All voting board members shall attend every board meeting.  If for a valid reason a board member cannot attend, she should inform the president prior to the meeting.  Non-voting branch chairs and sub-chairs should attend at least two board meetings of the fiscal year.

Members may present proposals to the board but should first contact the President so that adequate time may be allowed on the agenda. Requests for action from individuals or committees require a written motion with copies to the President and Recording Secretary.

Any board member having business to bring to the board should inform the President prior to the meeting. 

Members of the board are expected to inform themselves on basic parliamentary procedure.

Officers and chairs are responsible for giving their articles to the Link editor in accordance with the requirements she sets.  Listings (other than for travel or real estate) are accepted in the Valley Link; the rate shall be set by the Finance Committee with the approval of the board of directors.

Branch Records

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Second Century Recognition reports of the branch shall be kept in the Presidentís file.  A copy of specific branch studies made by issue groups or individuals should be placed in the Presidentís file.

Officers and chairs shall keep materials for 4 years.  Each year, the materials shall be evaluated by the appropriate chair and the Historian.  Those materials that are older than 4 years and are not needed in current files shall be given to the historian. Financial records and minutes from all meetings shall be retained in the permanent file.

The President should have a list of files and records of the branch that are kept by other members.

Experience Notebooks: Each branch officer and chair shall keep a current and complete experience notebook to be given to her successor at the June joint board meeting.  (See also Budget and Finance section for additional items to be kept in experience notebooks.)

Member Interest File: Relevant lists from membership cards shall be compiled and distributed to the appropriate chairs by the Membership Committee.

Materials are sent by the Association or AAUW CA to the branch president or specific branch officers or chairs.  When the branch has co-presidents, officers, or chairs, the Association or AAUW CA will send only one set of materials to one of the co-presidents, officers, or chairs.  It is the responsibility of the person receiving materials to make copies and give a full set to the other co-president, officer, or chair.

Elected Officers

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President:

Shall preside at all meetings of the branch, the board of directors and the executive committee.

Shall call such special meetings as she shall deem necessary or desirable.

Shall appoint, with the approval of the executive committee, the chairs of all task forces and committees except the nominating committee and those provided for by election, and any additional officers authorized by the branch.

Shall serve as ex-officio member of all task forces and committees except the Nominating Committee.

Shall represent the branch with other organizations and at public meetings and conferences, or designate her alternate.

Shall appoint an auditing committee consisting of three members, including the incoming treasurer, at the May board meeting with the approval of the board.

Shall name precisely the voting members of the board by the September board meeting.  This list may be amended at the Presidentís discretion throughout the year.

Shall be responsible for bringing branch bylaws into conformity with the AAUW Charter and Bylaws after each State and Association convention and for submitting proposed amendments to the state bylaws committee, as directed.

President-elect:

Shall spend the year observing the branch process, members, and making plans for her term as president.

Shall assist the President by being assigned tasks and/or projects as needed.

The incoming or continuing president may call a meeting of the executive committee prior to July 1 for the purpose of approving appointments and making plans for the coming year.

Program Vice President:

Shall be responsible for involving the board and the branch in the recommendation to the Association of emerging issues.

Shall provide policy guidance for the continuing program concerns of the branch.

Shall be responsible for planning the programs and/or choosing speakers for general meetings, and no board action on her choice is necessary.  However, she should consult with the Program Development Committee, board and other members, and use care in selecting speakers qualified to speak on a topic reflecting AAUW focus.

Shall be responsible for obtaining Past Presidentís pin from the Napa County Branch of AAUW prior to installation of incoming board.

Membership Vice President:

Shall be responsible for branch membership recruitment, retention and orientation to the purpose and program of the Association;

Shall be responsible for keeping all necessary records of the membership of the branch, including application information, and relevant lists.  (See Committee functions for more detail.)

Shall forward to the President all membership cards.

Educational Foundation Vice President:

Shall be responsible for all EF fund raising held by the branch and the education of members about the Educational Foundation.

Shall be responsible for submitting the annual report form and contributions prior to the end of the calendar year. 

Treasurer:

Shall receive all monies due the branch which are processed through the general fund.

Shall pay all bills provided for in the budget or verified by the Finance Chair or the board of directors.

Shall keep a proper set of books.

Shall render a financial report at each board meeting and each general meeting.

Shall serve on the finance committee.

Shall present the books for an annual audit.

Shall supervise the record keeping of the Membership Treasurer and EF/LAF Treasurer.

Shall receive reports from the EF/LAF Treasurer and incorporate those reports into the reports to the board and membership.

Recording Secretary:

Shall have available for reference at all meetings a copy of the branch bylaws and a list of its officers, committee chairs and members.

Shall prepare an agenda of unfinished business for the president for each meeting of the branch.

Shall take minutes of each board and general meeting.

Shall keep current a separate record of all main motions with continuing effect passed by the board of directors, the executive committee, and the general membership.

Shall submit to the Link editor for insertion in the Valley Link a digest of motions passed at board and general meetings.

Shall be responsible for all branch office supplies, forms and stationery.

Shall maintain the branchís calendar.

Appointed Officers and Chairs

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Corresponding Secretary/Sunshine Fund Chair:

Shall assist the President, as requested, by corresponding with members.  This may include welcoming new members, congratulating a member, and sharing condolences.

Shall assist the President by recommending use of the Sunshine Fund to make the donation to EF as described in the section labeled ďActionĒ and/or other appropriate actions when a member is in need.

Educational Foundation/Legal Advocacy Fund Treasurer:

Shall receive all monies generated by EF and LAF fundraisers.

Shall pay all bills related to EF and LAF fundraisers as authorized by the EF Vice President and LAF Chair.

Shall keep a proper record of all transactions

Shall provide reports to the branch Treasurer for all EF and LAF activities.

Shall provide reports of all individual contributions to the EF Vice President and LAF chair so that they can be appropriately acknowledged.

Shall attend EF and LAF committee meetings.

Finance:

Shall chair the Finance Committee.

Shall prepare and present the annual budget for approval to the board and general  membership and  recommend mid-year adjustments as needed.

Shall monitor and approve budgeted expenditures.

Shall monitor payment of taxes and assessments.

Historian:

Shall keep a record of activities for the information of the branch and the state. Copies of this record will be kept in the branch files and in the Historianís books.

Shall be responsible for coordinating storage of branch files.

(See section on Branch Records for more detail.)

Membership Treasurer:

Shall keep adequately detailed and current records of all members for the purposes of publishing the branch directory, creating mailing labels for the Valley Link and additional special mailings, and possibly creating lists of members who meet certain geographic qualifications.

Shall mail out annual dues invoices, collect dues from the members, and arrange with the treasurer to remit the portions due to the Association and AAUW CA.  Shall coordinate the follow up activity for late payment and non-renewals.

Shall support the Membership Vice-President by processing applications and dues collection       throughout the year.  This includes processing transfer members from other branches.

Shall notify the board of all changes of address of members with the dates received.

Shall submit a notice to the Link editor for insertion in the Valley Link that members are responsible for sending their changes of address to the Association.

Shall report member records to Association and AAUW CA as directed.

Shall maintain historical records of past members.

Parliamentarian:

Shall assist the president in the conducting of the business meetings of the branch under the branch bylaws and the current edition of Robertís Rules of Order, Newly Revised, Branch Standing Rules, and Branch Policies and Procedures.

Shall be the chair of the bylaws committee.

Shall distribute copies of all bylaw changes approved by the membership to the President, the Recording Secretary and to the AAUW CA Bylaws Committee as directed by that chair.

Shall be responsible for making the bylaws available to every branch member each year the bylaws are changed.

Public Information: (Includes Publicity, Public Policy and Corresponding Secretary/Sunshine Fund, Telephone Tree, the Valley Link)

Coordinates the communication functions as listed below.

Publicity:

Publicity is a form of action.  The Public Information (Publicity) Chair should check her information with the board member concerned, clear every press release with the President before sending it out, and send the President a copy for the branch files.

Public Policy:

Shall chair the public policy committee.

Shall disseminate information received from Association and State on federal and state legislation, public policy initiatives, voter education and get-out-the-vote (GOTV) activities to the board and members. This information shall be included in the Valley Link.

Shall be informed about local public policy issues and keep the members informed about them.

Shall develop and implement a branch communication network that includes telephone, email, and fax networks to distribute information on legislation and other public policy information.

Shall work with other branch board members to integrate public policy and voter education activities with other aspects of AAUW.

 

Committees

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The chairs of all committees, except the Nominating Committee and those provided for by election, shall be appointed by the President with the approval of the executive committee.

Educational Foundation Committee:

Shall be responsible for implementing the Foundation programs on Endowments, Research and Projects, the Eleanor Roosevelt Fund, and such others as may be established by the Association and/or Foundation and educating branch members and the public about these programs.

Shall be responsible for fundraisers to implement the program.

Shall be chaired by the Educational Foundation Vice President, shall include the EF/LAF Treasurer and as many branch members as are deemed necessary to implement its charge.

It is strongly recommended that the committee include the President (ex-officio), Membership Vice President, and Program Vice President.

Finance Committee:

Shall assist the Finance Chair in the preparation of the annual budget that shall be submitted to the board and general membership.

Shall study any proposed expenditures not provided for by the budget and make recommendations to the board of directors.

Shall recommend Valley Link listing  rates to the board of directors.

Shall be chaired by the finance chair and shall include the Program Vice President, the Membership Vice President, the Educational Foundation Vice President, the Legal Advocacy Fund Chair, the President-Elect, the Treasurer, the EF/LAF Treasurer, and others as deemed necessary to implement its charge.

Legal Advocacy Fund Committee:

Shall be responsible for implementing the Association programs of the Legal Advocacy Fund and educating the branch members and the public about these programs.

Shall be responsible for fundraisers to implement the program.

Shall be chaired by the Legal Advocacy Fund chair and includes the EF/LAF treasurer and as many branch members as deemed necessary to implement its charge.

It is strongly recommended that the committee include the President (ex-officio), Membership Vice President and Program Vice President.

Membership Committee:

Shall be responsible for branch membership recruitment, retention and orientation to the purpose and program of the Association;

Shall be chaired by the membership vice president and includes  as many branch members as are deemed necessary to implement its charge.  It is strongly recommended that the committee include the President (ex-officio), Program Vice President, and Membership-Treasurer.

Nominating Committee:

Committee members shall be elected using the following process: A member serving on the nominating committee shall become ineligible to serve on the nominating committee for the following three years.

The nominating committee shall publish a slate of officers, with their vitae, in the March Valley Link.

Nominations may be made from the floor at the time of the April general meeting, provided the intent to make such nominations shall be published in the April Valley Link, with a vita.

The complete slate of candidates, with their vitae, shall be published before the election.

[See Bylaws, Article IX (Nominating Committee) and Article VII, Section 2 (Elected Officers) for further details.]

Program  Committee:

Shall be responsible for considering the program focus and recommending to the branch the implementation of the focus issues.

Shall be responsible for involving the board and the branch in the recommendation to the Association of emerging issues.

Shall provide policy guidance for the continuing program concerns of the branch.

The committee shall be chaired by the Program Vice President and may include such  members as deemed necessary to implement its charge.  It is strongly recommended that the committee include the President (ex-officio), Membership Vice President, EF Vice President,  LAF Chair and Public Policy Chair.

Public Policy Committee:

Shall be responsible for the public policy program in the branch.

Shall be chaired by the Public Policy Chair and may include such members as deemed necessary to implement its charge. It is strongly recommended that the committee include the President (ex-officio), Membership Vice President, and Program Vice President.

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Last updated 10/22/06.