Handbook of aauw tyler



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HANDBOOK OF AAUW TYLER

BRANCH HISTORY 2


POLICIES AND PROCEDURES
I. Board of Directors 5
II. Executive Committee 5
III. Officers and Appointed Board Members 6
IV. Committees 6

V. Communications 7


VI. Branch Program Development 8
VII. Membership 8
INTEREST GROUPS 9
JOB DESCRIPTIONS 10
BRANCH FISCAL AFFAIRS 32
AAUW TYLER BRANCH SCHOLARSHIPS 34
AAUW TYLER BRANCH LONG RANGE PLANS 35
GUIDELINES FOR NAMED GIFT AWARDS 38

TYLER BRANCH HISTORY

Upon the invitation of two general members of the American Association of University Women, the Misses Mary and Adele Henderson, a group of ladies, all university graduates, met at the home of Mrs. R. W. Fair on November 13, 1931, for the purpose of organizing a Tyler Branch of AAUW. At the second meeting of the group, announcement was made of their recognition by the State Division of AAUW. The following ladies were charter members:

Mrs. J. C. Bachman Mrs. Garrett L. Bolyard Miss Mary Bourne Miss Ina Bramlett Miss Allene Brandenburg Miss Elizabeth Bryarly Mrs. G. A. Caldwell Mrs. Robert Carruther Miss Lottie Craddick Mrs. C. L. DeBona Miss Alice Douglass Miss Cora Evans Mrs. E. E. Fisher Mrs. George A. Foltz Miss Kealy Frederick Miss Louise Glenn Miss Aileen Griffin Mrs. S. T. Haslip Mrs. J. R. Hawes Miss Adele Henderson Miss Elizabeth Hindman

Miss Mildred Howell Mrs. S. T. Jones Miss Bess Kay

Mrs. P. H. Lipstake Miss Lucy Marsh Miss Sarah Marsh

Mrs. C. C. Morris Mrs. John Oden Mrs. Pearl Robertson

Miss Florence Smith Mrs. R. F. Smothers Mrs. Clark Sparks Mrs. Arthur Squyres Mrs. R. S. Stehr Miss Lucille Stoner

Mrs. M. L. Strum Mrs. A. E. Watkins Miss Gladys Yarbrough

Miss Leta Yarbrough Miss Zeffie Yarbrough

Miss Lucy Marsh was elected the first president of this new branch and Miss Adele Henderson, vice president. Two study groups were immediately initiated: International Relations and Child Study. Miss Henderson and Mrs. S. T. Jones instigated the organization of the International Relations group and Mrs. Pearl Robertson, longtime teacher and supervisor in the Tyler schools, was instrumental in getting the Child Study group off the ground. Throughout the years, various study groups – later called interest groups – have been formed as members have evidenced needs and desires.
Because children, their development, education and welfare, were of paramount concern to all members of the local branch, by October 1937, the Tyler Branch had established an activity nursery school for children 5 years old and under. At first, AAUW members themselves took care of enrollment, administration and teaching responsibilities, but soon the school became self sufficient and independent of AAUW. Thus, a precedent had been set by the Tyler Branch: starting a project to meet a local need, nurturing it until it became able to stand on its own two feet, then relinquishing it so that branch members could pursue other interests and goals. This early venture in nursery schools was the forerunner of Caldwell Playschools.
A more recent indication of AAUW’s concern about children occurred when the board of directors of the Tyler Branch proposed in July of 1980 to set aside a time and place once a year for public story hour in an effort to bring to the children of the Tyler area the joy of storytelling through the medium of reading. This endeavor, first called “Catch a Story in the Mall”, was later referred to as Storybook Saturday and continued for many years as a worthwhile and successful project. It was discontinued in the early nineties.
Throughout its years of existence, the Tyler Branch has focused attention on three areas in particular: education, rights of women and cultural arts. Providing scholarships has been a continuing interest for the Tyler Branch just as it has been for AAUW. In 1933, Miss Mary Henderson, an AAUW Fellow, influenced the organization to raise money for a fellowship fund. A bridge tournament and a marionette show were sponsored for that purpose. At first, scholarships were awarded in the form of loans, but soon became outright gifts. The branch now makes scholarship gifts available to deserving young women at area high schools and colleges. The Scott Scholarship provides funds to a branch member who meets the criteria set by the scholarship committee. In addition, the Branch contributes to the AAUW Funds and has Research and Projects Endowments named in honor of three members, Gladys Howard, Lottie Caldwell, and Kathryn Foltz. To celebrate the branch’s 75th anniversary, work was begun on a $100,000 American Fellowship. In 2009, the Tyler Branch created a 501(c)(3) entity, AAUW Tyler Funds.
In recent years, several very effective projects have been initiated for the purpose of securing money for scholarships, endowments, and other projects. The Holiday Tour of Homes was inaugurated on December 9, 1969, with the decorated homes of five members opened to the public from 6:30 to 9:30 p.m. On the first tour, income was derived only from the sale of tickets. In 1974, homemade items were added to the tour and the hours were extended from 10:00 a.m. to 8:00 p.m. Since that time, other innovations such as the Kitchen Kupboard and door prizes provided additional income. The tour evolved into an undertaking of major proportions and became a major fundraiser. The Holiday Tour of Homes has been one of Tyler’s major attractions during the holiday season. The tour was modified in 1992 and was celebrated as a Holiday Party at the McClendon House. It was revived in 1994 and showcased local bed and breakfast facilities in Tyler. The original tour of private homes was revived in December of 1995 with plans to continue this tradition.
The Tyler Heritage on Tour was initiated in 1980 and chaired by AAUW members until 1987. At this time, by-laws for incorporation were drawn and recorded for this to be a joint effort with Historic Tyler, Inc. The Tyler Chamber of Commerce originally provided the seed money and the event occurred under this arrangement until June of 1999. During these years the event was a major provider of the funds needed for the various educational (scholarship) obligations of the Tyler (TX) Branch of AAUW. In June of 1999, a letter was received from Historic Tyler, Inc. stating that they were pursuing dissolution of this incorporation, which was effected by September 1999.
The menu cookbook Delicious Degrees was the brainchild of the Gourmet interest groups, and was compiled by their members. The cookbook is largely composed of menus that have been prepared and served at their regular meetings, but also includes a section of recipes submitted by the general membership. A contest was held to arrive at a title from suggestions proposed by members. Becky Jawkes submitted the winning title and Lynda Britain was the artist responsible for all illustrations. The cookbook was ready for distribution in the fall of 1984. As the stock dwindled, the account was closed out during 1998-1999. Then the stock was totally depleted during 1999-2000.
The Tyler Branch has worked hard to elevate the status of women. As an example of its efforts in this regard, in 1953 it promoted a full-scale political campaign to elect the first woman to hold elected office in this community – Rilla Squyres, a trustee for Tyler Junior College. It was also instrumental in procuring for local women the right to serve on a jury. In its efforts toward community improvement, the local branch took an active part in a successful endeavor to get fluoride added to Tyler’s drinking water.
Pursuing its interest in cultural arts, in the 40’s the Tyler Branch promoted Children’s Theater. For many years theater companies which specialized in plays for children were brought to Tyler under the auspices of AAUW to give local children an opportunity to enjoy and appreciate live stage performances. The branch also sponsored foreign arts films for interested persons in this area and, through the efforts of Mary Wallace and Mildred Littlejohn, initiated the presentation of Handel’s “Messiah” for public enjoyment. The branch has continued to support local cultural endeavors through financial help and participation.
When the AAUW report “How Schools Shortchange Girls” was published in 1992, the need to help young girls believe that they could do well in math and science classes was evident. Carol Cushman was instrumental in arranging a project developed jointly by the Tyler Branch of AAUW and Tyler Junior College. The idea was to hold a conference for middle school girls from Smith County and several surrounding counties. Role model presenters, women who have careers using math and science, held hands-on workshops for the girls. The “Expanding Your Horizons” steering committee was rewarded by having over 400 students attend the conference, as well as more than 40 parents, in the spring of 1993. The 2009 EYH hosted over 600 girls from surrounding communities, as well as workshops for area teachers and parents. During the 2009-2010 academic year, the conference was moved to the University of Texas at Tyler STEM (science, technology, engineering and math) Center and continued to partner with Alpha Kappa Alpha and the East Texas Tech Prep Consortium.
In 1994 the Tyler Branch began a partnership with the East Texas State Fair to co-sponsor the Academic Rodeo. This program showcases the talents of young people through events such as a spelling bee, challenge quiz, essay contest, and an art contest (among others).
In 1995 the Tyler Branch was asked to work with the TISD Foundation to start a program called the Alumni Information Network. This coalition provided information to area high school juniors and seniors about colleges and fields of interest. Students were matched with an alumna from a school they were interested in learning more about to provide them with first hand assistance in reaching a decision about a college/university.
In 2010, the branch sponsored the first $tart $mart conference for women at UTT and trained 3 facilitators to continue to help young women learn wage negotiation skills.
As a result of the interest and concerned efforts of its members, the Tyler Branch of AAUW continues to grow in effectiveness as it makes a positive impact on the Tyler community and its environs.


POLICIES AND PROCEDURES

I. BOARD OF DIRECTORS


  1. Composition. The board of directors shall include the elected officers, the parliamentarian, and chairs of the following standing committees: AAUW Funds; public policy; local scholarships, and long-range planning. The president may invite other appointed officers and chairs of special projects or task forces to join the board at her discretion. Such appointees shall have full voting rights. College/university representatives appointed by any local College/University Partner may also be invited to join the board.




  1. Duties. In accordance with the bylaws of AAUW and the Tyler Branch and the action of the members of the branch, the board of directors shall have the general power to:


1. administer the affairs of the branch between branch meetings and to report its actions to the branch;

2. appoint the directors of the 501(c)(3) corporation, standing committee members, and such other board and committee members as may be designated;

3. determine the time and date of the annual meeting and to submit the proposed annual budget to the branch for approval at this time;

4. oversee and coordinate a unified program focus;

5. adopt rules to govern its proceedings;

6. engage a certified public accountant to audit the books annually


  1. Meetings. Meetings of the board shall be held at least four times annually. Special meetings may be called at any time by the president or upon the written request of four members of the board of directors, or ten branch members (branch bylaws, Art. VII, Sec. I d).




  1. Quorum. A majority of its members shall constitute a quorum. A quorum of the board of directors is necessary to conduct business.



  1. Attendance. Board members should plan to attend all scheduled and called board meetings. Board members absent for three consecutive meetings will be contacted by the president. At the discretion of the president, the absences will be discussed at the following board meeting and a vote of the board will determine if the board member should be replaced.


F. Voting. A written, conference call, or electronic vote may be taken at the request of the president on any question submitted to all voting members of the board provided that every member shall have an opportunity to vote on the question submitted. Voting will close by a specified time. The votes shall be returned to the secretary. If a majority shall vote on a question so submitted, the votes shall be counted and shall have the same effect as if cast at a board meeting. The result of the vote shall be recorded in the minutes of the next board meeting.


  1. EXECUTIVE COMMITTEE


A. Composition. The executive committee shall be composed of the elected officers (excluding assistant officers) and the parliamentarian.
B. Duties. The executive committee shall have the general power to:


  1. act for the board of directors between meetings of the board;

  2. provide for audit and control of funds as necessary;

  3. approve appointments of the president;

  4. perform other duties as deemed necessary by the board. See Article VII, Section 2 of the Branch bylaws.


C. Meetings. Meetings of the executive committee shall be held on the call of the president or two members of the executive committee. 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.

D. Quorum. A majority of the members of the executive committee shall constitute a quorum.


  1. ELECTED AND APPOINTED BOARD MEMBERS


A. Terms of Office. All officers shall take office on July 1. All officers shall serve a term of one year. Officers shall be eligible for re-election to the same office for no more than two consecutive terms (branch bylaws Art. VII, Sec. 4).

B. Qualifications. Leaders should be selected on the basis of:

  1. Dependability

  2. Objectivity

  3. Willingness to learn the AAUW program and policies

  4. Ability to organize, inspire and act.


C. Distribution. Attempts should be made to have the membership of the board of directors reflect the diverse ages, backgrounds and political viewpoints of the branch membership.


  1. COMMITTEES


A. Standing Committees. There shall be standing committees on, or persons concerned with, the work of the AAUW Funds, public policy, membership, program development, as well as finance, scholarships and long range planning (Branch bylaws Art. VIII, Sec. 3).
1. AAUW Funds Committee. The committee on AAUW Funds, chaired by the AAUW Funds chair, shall be responsible for implementing the AAUW Funds programs on fellowships, research and projects, Legal Advocacy Fund, and such others as may be established by AAUW. The committee members may include the membership vice president, and the finance officer.
2. Public Policy Committee. The committee on public policy, chaired by the public policy chair, shall be responsible for public policy in the branch. Members of the committee may include the program vice president and other interested members.
3. Membership Committee. The committee on membership, chaired by the membership vice president, shall be responsible for branch membership, recruitment and retention, and orientation of new members to the purpose and program of AAUW in coordination with the chair of the new members group. Members of the committee may include the College/University representative(s), president-elect and program vice president.
4. Program Development Committee. The committee on program development, chaired by the program vice president, shall include the chairs of all standing committees. The committee shall consider the program of AAUW and shall recommend to the branch the selection of topics to be implemented.
5. Finance Committee. The committee on finance, chaired by the finance officer, shall include the president-elect, past finance officer, assistant finance officer, program vice president and a representative from each fund-raising project. The finance committee shall submit a proposed budget for action by the membership at the annual meeting.
6. Scholarship Committee. The committee on scholarship shall include 6 branch members, three of whom will have been immediate past members of the committee. The chair of the committee shall be appointed by the president and shall have served on the committee within the past three years. The committee shall determine the recipients of scholarships and recommend its selections to the board.
7. Long Range Planning Committee. The committee on long range planning, chaired by the president-elect, shall include the president, program vice president, membership vice president, finance officer, and five additional at-large members to be appointed by the chair to review and make recommendations to the branch long range plans.
8. Fund Raising Committee. The committee on fund raising shall examine options for fund raising and report recommendations to the board for the following year’s fund raiser(s). The committee is composed of the assistant finance officer, a representative from a past fund raiser, a representative from the scholarship committee who has served during the last three years, and at-large members for a total of 7 committee members. The first priority of the Board is to act on the top three choices of the membership. If circumstances prevent the branch from following through with the fund raisers selected, the board may vote to incorporate a previous or new fund raiser, provided the membership is well informed of the change and is offered the opportunity to respond.

B. Special Committees. The branch shall have such special committees and task forces as deemed necessary by the board of directors.
C. Committee Chairs. Chairs shall serve as channels of communication in their respective fields with the national and state chairs and shall make such reports as requested.
D. Quorum. A majority of the members of standing committees shall constitute a quorum.
E. Ex Officio Members. President and president-elect are ex officio members of all committees except nominating committee and should be notified of all meetings.
V. COMMUNICATIONS
A. Branch Newsletter. The branch newsletter, The Graduate Gazette, is distributed to all members, either by mail or electronically, to keep them informed about branch business and items of interest as well as to provide a forum for exchange of ideas and to stimulate participation in branch programs and projects. A minimum of 4 issues shall be published.
1. Content of the Newsletter. The newsletter may contain official branch information, such as proposed budgets, bylaws, amendments, officer nominees, and meeting agendas; reports from officers and chairs; reports from branch activities and meetings, including feature stories on special projects; and information about AAUW and state activities.
2. Responsibility. The newsletter editor is responsible for the branch newsletter. The branch president should work closely with the newsletter editor to ensure coverage of important items from the branch board members.
3. Distribution. Issues of the newsletter may be distributed to certain AAUW and state officers and presidents of area branches.
B. Branch Yearbook/Directory. Publishing the yearbook/directory is the responsibility of the yearbook chair. The yearbook/directory shall contain contact information for all members as well as a list of board members, the year’s program of work, and other information deemed necessary to the smooth operation of the branch. The yearbook/directory shall be distributed to all members, certain AAUW officers, state president and district director. The yearbook/directory may include the branch bylaws and standing rules and AAUW Public Policy Priorities.
VI. BRANCH PROGRAM DEVELOPMENT
The program development committee has the responsibility of integrating all AAUW program parts to make a whole. Program development encompasses the total AAUW program with a strong positive link to membership recruitment and retention by identifying and recommending emerging issues. Refer to AAUW Bylaws, article IX, Section 1 g, 3, 4.
The committee on program development, chaired by the program vice president, shall include the chairmen of all standing committees who will serve as consultants in their respective areas.
The committee on program development shall consider the mission and vision of AAUW and shall recommend to the branch the selection of issues to be implemented.
VII. MEMBERSHIP
A. Dues. A branch member pays AAUW, state and branch dues, through the finance officer of the branch or online through the Membership Payment Program. The $79 branch assessment is allocated as follows:

$49 to AAUW

$10 to AAUW Texas, and

$20 retained in the branch as local dues.

B. Privileges. A branch member is eligible to participate in branch activities and may hold any office. She may serve as a voting delegate representing the branch at AAUW Texas conventions. As a member of AAUW, she receives the every-member publication and is entitled to participate in the programs offered by AAUW. As a member of AAUW Texas, she receives The University Woman! and may participate in state activities.
INTEREST AND STUDY GROUPS



  1. DEFINITION AND PURPOSE OF INTEREST (STUDY) GROUPS


An interest group consists of members who meet to study a particular issue, over a limited period of time, or who meet monthly to share a common interest. Interest groups exist to bring together those who have a specific interest in common, so that they may enjoy it and learn more about it. Thus, the groups are both social and educational.


  1. MEMBERSHIP


All members and student affiliates of the Tyler Branch are eligible for membership in the interest groups offered by the branch. Persons who are eligible for membership in the branch may visit an interest group two times. In order to continue participation, they must join the branch. Persons who are not eligible for membership may participate in interest group study by submitting an annual fee equivalent to the local dues for members per year. This fee is collected by the interest group chair who forwards it to the branch finance officer. At least 80% of an interest group’s members must be members of AAUW.


  1. ORGANIZATION


The chairman of an interest/study group must be a voting member of the branch or approved by the board of directors. Each interest group will elect a chairman on or before its April meeting for the following AAUW year. The chairman:


  1. Submits the name of the incoming chairman to the president-elect of the branch as soon as possible.

  2. Maintains a current list of members in the group and submits the list to the president-elect by November 1.

  3. Coordinates the group program.

  4. Provides the interest group coordinator (president-elect) with the particulars of upcoming meetings by the specified date for publication in the Graduate Gazette.

  5. Collects fees from group members who are not branch members and sends to the branch finance officer.

  6. May attend branch board meetings.

  7. Reports to the interest group the proceedings of the board meeting.

  8. Assists in the formation of new interest groups as needed.

JOB DESCRIPTIONS

The officers of the Tyler Branch of AAUW shall take office on July 1 and serve a term of one year or until their successors are elected or appointed and take office.


  1. PRESIDENT




  • Presides at all meetings of the branch, branch board of directors, and executive committee.




  • Officially represents the branch in activities of AAUW and AAUW Texas.




  • Represents the branch in work with other organizations or appoints an appropriate representative to do so.




  • Submits such reports and forms as required by AAUW and AAUW Texas or delegates this responsibility.




  • Serves as an ex officio member of all committees and task forces except the nominating committee.




  • Works with the finance officer and finance committee to prepare branch budget.




  • Chooses appointed officers and chairs with approval of the executive committee as stipulated in the branch bylaws.




  • Assigns responsibilities to president-elect as appropriate.




  • Works with the branch newsletter chair to ensure release of accurate and pertinent information to branch members.




  • Maintains adequate and up-to-date files of materials necessary to carry out the office of branch president and passes these files on to the successor as soon as possible after the expiration of the current term.




  • Serves as the official channel of communication between AAUW Texas and the branch and AAUW and the branch.




  • Serves as branch representative or voting delegate to state meetings, conventions and workshops.




  • Submits the names of qualified branch members to the state nominating committees and suggests members qualified for state committees.




  • Submits the names of qualified branch members to the AAUW nominating committees and suggests members qualified for AAUW committees.


II. PRESIDENT-ELECT


  • Serves as a member of the executive committee and is ex officio member of all other committees except nominating committee.




  • Attends all meetings of the branch board of directors and executive committee, with voting privileges as specified in the branch bylaws.




  • Chairs the Long Range Planning Committee and works with the membership committee to provide orientation to AAUW activities. Serves as liaison to the board for the Interest Groups.




  • Coordinates and plans the annual Reassembly with assistance from the Assistant Membership and Assistant Programs Chairs.




  • Prior to term as president, recruits members to serve on the branch board of directors and prepares for branch orientation of the upcoming term of office.




  • Presides at the meetings in the absence of the president and acts for her in her absence.



III. PROGRAM VICE PRESIDENT


  • Serves as a member of the executive committee.




  • Chairs the program development committee.




  • Plans and coordinates programs for branch meetings, community projects and workshops which reflect AAUW issues and interest.




  • Provides written notices to the public information chair, newsletter editor, and assistant membership vice president about program details before event deadlines.




  • Works closely with the assistant program vice president to insure that all meetings are announced, well in advance, and invitations are delivered.




  • Plans and coordinates, with the branch executive committee, leadership workshops for the board members.




  • Serves on finance committee.




  • Serves on long range planning committee.




  • Presides at branch meetings in the absence of the president and president-elect.




  • Maintains contact with public interest organizations in the community and county government agencies, industry officers and others who are a likely source of information for branch projects.




  • Works with the state officers to provide policy guidance for the continuing program concerns of the state.




  • Notifies state program development chair of branch projects.




  • Reports on information branch trends, interests, etc., to state committees.




  • Knows AAUW policies that help provide guidance for program direction.

IV. ASSISTANT PROGRAM VICE PRESIDENT


  • Serves on the branch board of directors




  • Serves as assistant to the program vice president and on the program development committee.




  • Serves on the committee for the Reassembly Reception with the assistant membership vice president.



V. MEMBERSHIP VICE PRESIDENT


  • Serves as a member of the executive committee.




  • Chairs the membership committee, appoints sub-committee chairs to the membership committee and develops and delegates their responsibilities, which may include:


Retention of current membership and recruitment of past members that have dropped out.
Recruitment of new members.
Recognition of 50-year members and other membership participation.

Welcomes members/guests at general meetings,
Assists in introducing new members to branch members and activities.


  • Works closely with the branch finance officer to assure accurate member records and changes.




  • Coordinates, with the New Member Group chair, the orientation of new members and helps them to become involved in branch activities and sees that each new member:


Receives new member packet in a timely fashion.
Is on the mailing list and that the information is correct.
Is recognized by name as a new member in the newsletter and at the next general meeting and board meeting.



  • Works closely with the finance officer to track and maintains member files




  • Works with college/university representatives to introduce college seniors to AAUW and its benefits.




  • Serves on the long range planning committee.







  • Has membership applications at general meetings, or makes arrangements for assistant membership vice president or someone else to make them available.




  • Maintains contact with the state membership vice president.




  • Interprets AAUW policies pertaining to branch membership.




  • Assists in compilation of AAUW reports as requested.



V. ASSISTANT MEMBERSHIP VICE PRESIDENT


  • Serves on the branch board of directors.




  • Serves as an assistant to the membership vice president and on the membership committee. Chairs the New Member Interest Group.




  • Serves on the committee of the Reassembly Reception with the assistant program vice president.




  • Works with the membership vice president in preparation for the following year’s membership drive.


  1. SECRETARY




  • Serves as a member of the executive committee.




  • Records and keeps in custody the minutes and written reports of all meetings of the branch, board of directors and the executive committee.




  • Has available for reference at all meetings a copy of branch bylaws and policies, a list of officers, task force and committee chairs, and members.




  • Has charge of such correspondence of the branch as delegated by the president or the board of directors and keeps on file copies of all letters sent and communications of importance that are received, unless a corresponding secretary has been appointed, in which case the corresponding secretary shall assume these duties.




  • Assists the president and board of directors with correspondence.




  • Will perform other such duties as requested by the president or board of directors.



VIII. FINANCE OFFICER


  • Serves as a member of the executive committee.




  • Responsible for the collection of all branch dues. Cooperates with the membership vice president in processing membership applications and dues to assure accurate records.




  • Transmits to the AAUW Membership Department all applications, with dues, made to the branch.




  • Forwards state and AAUW dues to AAUW Texas finance officer and to AAUW Membership Department. Dues of continuing members must be received by AAUW on or before July 1.




  • Is custodian of all funds, securities and business papers.




  • Receives all moneys due the branch.




  • Keeps an itemized account of all receipts and disbursements; disburses money only as directed by the president, the board of directors, or as budgeted and approved by the membership.




  • Pays bills only upon receipt of disbursement authorization forms signed by the person incurring the bills or as provided in the approved budget.




  • Presents a financial statement at each branch meeting and board of directors meeting which is filed by the secretary, along with the minutes.




  • Chairs the finance committee. Is responsible for timely notices in the newsletter about finance committee meetings as well as proposed budgets to be voted on by the members. Serves on the finance committee the year following her term as finance officer.




  • Submits a written annual financial statement at the annual branch meeting (held between March 1 and April 15) and at other times as requested. Presents proposed budget at the annual meeting for adoption by the membership.




  • Submits records for audit at the close of the fiscal year.




  • Turns over records to successor at the expiration of term, but no later than August 1.




  • Files necessary forms with IRS and with Texas State comptroller. Keeps abreast of state and federal tax regulations.




  • Keeps in touch with the state finance officer.




  • Serves on the long-range planning committee.




  • May serve on the AAUW Funds committee.



  1. ASSISTANT FINANCE OFFICER




  • Serves as finance officer of the AAUW Tyler Fund.




  • Assists the finance officer in her duties.




  • Acts as treasurer for major fund raising events.




  • Becomes the finance officer the following year.




  • Submits records for audit at the close of the fiscal year.




  • Presents a financial statement at each branch meeting and board of directors meeting which is filed by the secretary, along with the minutes.



IX. AAUW FUNDS CHAIR


  • Serves on the branch board of directors




  • Serves as spokesperson for all AAUW Funds.




  • Keeps members informed about all Funds, particularly availability and deadlines for grants.




  • Coordinates the fund raising efforts for the support of all AAUW Funds.




  • Serves as liaison with the state AAUW Funds chair, informing her of branch activities and cooperating on statewide AAUW Funds activities.




  • Coordinates with the branch finance officer to insure that branch contributions are sent to national in a timely manner.




  • Keeps accurate records of branch and branch member contributions and insures that donors are recognized and thanked.



X. PUBLIC POLICY CHAIR


  • Serves on the branch board of directors.




  • Chairs the branch public policy committee which includes the program vice president and interested members.




  • With assistance of the branch public policy committee, formulates, develops material and strategies and implements the branch public policy program under the guidance of the branch board of directors and within the scope of AAUW and AAUW Texas public policy programs




  • Serves on the branch program development committee to ensure that legislative issues are incorporated into program plans and that adequate time and attention are paid to public policy issues and actions. Also serves as resource person for branch programs.




  • Solicits members’ concerns and input on public policy issues.




  • Selects legislative issue for branch action in consultation with the branch board and public policy committee and based on priorities established by AAUW, AAUW Texas and the branch.




  • Motivates and coordinates branch action on behalf of legislation supported by AAUW at the local, state and federal level.




  • Provides up-to-date information on AAUW legislative priorities through regular reports at board meetings, branch meetings, and in the branch newsletter.




  • Arranges for branch participation at local government hearings or meetings.




  • Initiates contact with other community groups for possible coalitions and selected legislative issues.




  • Develops material and strategies on public policy issues as necessary to aid in implementation of branch, state and AAUW public policy priorities.




  • Offers training to branch on AAUW legislative policies and procedures, on techniques and strategies to implement AAUW, state and branch public policy programs




  • Provides information on the names and addresses of local, state and federal officials in the branch newsletter or yearbook.




  • Develops a relationship through interviews and meetings with local, state and federal elected officials.




  • Provides information to branch members on how elected officials vote on AAUW legislative priorities.




  • Determines when appointments to local government bodies are to be made and solicits recommendations.




  • Is responsible for the adequate and appropriate use of state and AAUW information and training resources (material and people) by the branch.




  • Knows and interprets the state public policy program, policies and procedures.




  • Presents the state public policy program, policies and procedures.







  • Knows and interprets the AAUW Public Policy Program.




  • In odd-numbered years, presents the AAUW Public Policy Program to the branch before it is voted on at the AAUW convention.




  • Communicates with the state public policy committee and AAUW Public Policy committee on branch public policy actions, interests and developing concerns.




  • Keeps informed on AAUW and state public policy priorities and informs branch members. Serves as the communicator between the branch and the state public policy committee and the AAUW Public Policy Committee.




  • Ensures that the branch public policy program does not conflict with the state or AAUW public policy programs. Interprets the interrelationship of the AAUW, state and branch legislative priorities.




  • Submits legislative studies and proposed legislative items for the AAUW Public Policy Committee, as appropriate, for its consideration.




  • Oversees the branch interview of local members of Congress on AAUW priority issues as requested by the AAUW Public Policy Committee. Is responsible for submitting the results of this interview to the AAUW Public Policy Committee.




  • Maintains files on branch legislative action, up-to-date materials on relevant legislative issues, and U.S. representatives, senators and state and local legislators who represent the branch. The legislators’ file should contain addresses, phone numbers (most members of Congress have local offices for easy communication), key staff contacts, committee assignments, voting records, and reports of visits with legislators. These files are passed on to the chair’s successor upon completion of her term.



XI. COLLEGE/UNIVERSITY RELATIONS (This position is appointed by local college/university member.)


  • Is appointed by college/university member to serve as liaison between that institution and the branch.




  • May serve on the branch board of directors, program development, membership and other committees as requested.




  • Promotes branch membership to college/university representatives, faculty members, and graduate students.




  • Integrates branch programs and projects involving college campuses.




  • Encourages branch to work with college/university representatives in the community and promotes cooperation between college/university members and branch on projects of mutual concern.




  • With branch membership vice president, works to introduce college students to AAUW and its benefits and recruit student affiliate members.




  • Promotes integration of issues on higher education with branch projects to branch chairs or program development committee.




  • Addresses needs and utilizes expertise of college/university representatives whenever possible.




  • Suggests research and inquiries on issues relating to higher education members to appropriate branch officer or committee.




  • Serves as branch contact to AUW special projects on higher education.


XII. NOMINATING COMMITTEE


  • Composed of five members, elected by the board of directors, at least three months prior to the annual election (held between January 1 and March 31).




  • Determines, with the branch president, the timetable for submitting candidates and voting for officers. Presents the slate at a branch meeting at least one month prior to the election or in writing to the membership at least two weeks before the election.




  • Requests nominations from branch members.




  • Meets to review submitted names and draw up a slate of officers, keeping this in mind:


Terms of Office
All officers shall take office on July 1. All officers shall serve a term of one year. Officers shall be eligible for re-election to the same office for no more than two consecutive terms (Branch bylaws Art. VII, Sec. 4).
Qualifications
Leaders should be selected on the basis of:
Dependability

Objectivity

Willingness to learn the AAUW program and policies

Ability to organize, inspire and act.
Distribution
Attempts should be made to have the membership of the board of directors reflect the diverse ages, backgrounds and political viewpoints of the branch membership.


  • Upon selection of potential candidates, provides candidates with written job descriptions and confirms the willingness of each candidate to serve, preferably in writing.




  • Submits final report and recommendations for nominating procedure to branch board of directors.



XIII. PARLIAMENTARIAN


  • Serves as a member of the executive committee.




  • Is present at all branch and board meetings and has available a copy of AAUW parliamentary authority, which is Robert’s Rules of Order, Newly Revised.



XIV. BYLAWS CHAIR


  • May serve on the branch board of directors.




  • Is responsible, with the president, for updating branch bylaws after AAUW biennial convention and state convention.




  • Receives proposed amendments to branch bylaws from branch members, places notice in newsletter of proposed change(s) one month prior to vote and forwards two (2) copies of proposed changes to the state bylaws chair for approval. Upon approval from state and AAUW and a majority vote of the branch, incorporates amendments into branch bylaws.




  • Keeps state bylaws chair informed of proposed changes in branch bylaws. State officer sends extra copy to AAUW for review.




  • Ensures that bylaws do not conflict with those of the state and AAUW.




  • Ensures that branch activities do not conflict with branch bylaws.




  • Maintains and updates the branch handbook and standing rules.


XV. PUBLIC INFORMATION OFFICER (PUBLICITY CHAIR)


  • May serve on the branch board of directors in order to stay up-to-date and be informed of branch activities and plans and can counsel the board on what will attract media attention.




  • Helps gain visibility for AAUW by interpreting AAUW purposes and activities to the public through a variety of communications media, primarily relying upon newspapers, radio and television. Also makes use of posters, window displays, exhibits, bumper stickers and paid advertising.




  • Knows the media, becomes acquainted with reporters and editors, as well as assignment personnel and knows and observes deadlines for submission of information.




  • Schedules and plans ahead – essential for an effective public information program.




  • Attends the annual publicity forum in August sponsored by the Tyler Morning Telegraph.




  • Establishes guidelines for receiving branch information on projects, activities, awards and fundraisers. Sees that guidelines are given to proper branch leaders so that their written information can be disseminated in a timely fashion.


XVI. NEWSLETTER EDITOR


  • May serve as a member of the branch board of directors in order to stay informed of plans as they develop.




  • Sets and publicizes deadlines for receiving material for the newsletter from branch members.




  • Works with the branch president to provide news coverage of branch activities.




  • Reads state and AUW publications and alerts readers to important dates and information.




  • Mails copies of the newsletter to the state president (and other state officers and chairs as requested) and the district director

  • May be assisted by the assistant membership vice president.


XVII. BRANCH HISTORIAN


  • May serve as a member of the branch board of directors.




  • Is responsible for the preservation of the branch’s historical materials and files as directed by the branch board of directors




  • Maintains 7 years of President’s files, branch minutes, and financial records in the branch, transferring one year’s records to the Tyler Junior College library for archiving as each 8th year is added. Maintains cumulative files of directories and branch year summaries in the branch.




  • Writes the history of the branch when directed.




  • Acts as a consultant to the branch’s board members to assist in establishing filing systems, weeding files and deciding when files have reached non-current status.



XVII. YEARBOOK CHAIR


  • May serve as a member of the branch board of directors.




  • Obtains multiple bids for the printing of the yearbook.




  • Publishes the branch directory (yearbook) which includes:




  • Member names, addresses, telephone numbers, e mail addresses, and degree information.

  • Board members.

  • Committee chairs.

  • Important state and AAUW information.

  • Calendar of branch activities

  • May include branch bylaws.




  • Distributes copies to members, certain AAUW officers, state president and district director. Has on hand extra copies for new members as they join through the year.




  • Periodically produces an update of new members to be included in the branch newsletter.


XIX. SCHOLARSHIP CHAIR


  • May serve as a member of the board of directors.




  • Must be a past member of the scholarship committee, serving at least one of the last three years.




  • Refer to branch bylaws, Standing Rule Number 7.




  • Refer to detail on scholarship, Chapter IX, Tyler Branch Handbook.


SUGGESTED TIME LINE
July/August Select your Committee (4-5 members)
November 1-15 Contact all High School and College Counselors
(See Counselor Contacts) Be sure to
check for correct names and e-mail addresses.


The disk with the letters from 2011/12 & 2012/13
are in the white notebook and can save you a lot
work by just changing a few items.


Send them e-mail or paper copies of the Criteria
and prepared memos. Do not send them paper
copies of the application, because they must do
that part online.



Nov-Dec. You may receive some scholarships. Start a set-up
for keeping them on your computer.

Jan Call a meeting with your committee to discuss such
things as how you want to send the applications to them,
If you want to use the Selection Chart, what questions do you use for the interviews and where you will hold the interviews.


Also contact the Publicity Chair to get the information
published in the newspaper concerning the AAUW Scholarships. It needs to be out in January if possible.

Feb. Send reminders to all of the Schools that the deadline
is March 1 and any received after that time will
not be accepted.

March 1 Will be a busy day. Stay by your computer to accept
incoming applications and other missing items such as
transcripts and letters of recommendation.

Early March You will need to get all the applications to the committee
members and establish a date for a meeting to decide
how and when you will interview. That depends some on
when the annual meeting is being held.

March E-mail all the selected applicants and establish where they will
be interviewed and what time. It is helpful to take a photo of
each of them, because you will need to write an article and
provide a picture of each for the Newsletter that comes out
early in May.



A group picture during the introductions, will be helpful
for the publicity chair to have it placed in the newspaper.


After the selections have been made, you will need to
notify the recipients about the Annual Meeting where and
when. Letting them know they may bring one guest.
Assist the Chairman of the Annual Meeting with reservations.
Plan how you will introduce the recipients at the meeting.
Take a camera with you for a group picture of the recipients.
Send picture to Publicity Chair for publication in the Tyler
paper.



March or April Send a letter to all who applied telling them they were
not a winner. Also there is a good follow-up letter for
the recipients on how the money is delivered.
Send a letter to the treasurers with names and phone numbers
of the recipients so they can send the money when they
get the information from the college.

May Pass the job along to someone else.
XX. FUNDRAISING CHAIR


  • May serve as a member of the board.




  • Should be experienced leader in past fund raiser




  • Reports recommendations for fundraisers to board and to membership for vote.


XXI. ACADEMIC RODEO CHAIR
SUGGESTED TIMELINE

August – Reassembly Tea
I decorated the table with pictures and contestant numbers from the previous year, which were provided by Deborah Newman. Before the tea, I contacted her by phone, introduced myself and asked what she might provide. She is wonderful!

There will be a volunteer sign-up sheet and as people walked around, I encouraged them to help out. Each program chair gave a very brief presentation, so I just gave the date and told a little about the activity.

Also, I believe last year a volunteer sheet was mailed to each member. Most of the volunteers came from this – so hopefully, this will be done again.
January
Contacted all volunteers to confirm their availability. Some asked to either be a judge or a wrangler, so that was helpful.

Deborah Newman provided the schedule for the day. I did go by her office at the fairgrounds the week before the event & picked up the contestant numbers and yard. This might have been the most time consuming thing I did!

I emailed or phoned all volunteers with their time and job description.

The day of the spelling bee – I arrived early to help Deborah set-up. It helps to have at least 3 people for registration (or maybe 4) – then the timekeeper and 2 judges for each round. Deborah does just a fantastic job of explaining what to expect to the children before they go on stage. She also arranges for the Pronouncer – usually an on-air television personality.
The only other part of the “job description” is to write a little something for each of the newsletters. Scherel Carver or the AAUW President will contact you regarding those deadlines. Also, at each of the board meetings, I spoke very briefly on when, where, etc.


VOLUNTEERS NEEDED FOR DAY OF EVENT
AAUW Coordinator:

Usually 1, but has been a shared position in some years

The AAUW Coordinator works with the Academic Rodeo to insure an organized and efficient contest. The AAUW Coordinator is determined by the organization. The Coordinator makes contact with the Academic Rodeo as soon as possible to learn of responsibilities and procedures for the Spelling Bee


  • The Coordinator shares information about the contest with the AAUW membership.




  • The Coordinator recruits and assigns volunteers to work at the Spelling Bee.




  • The Coordinator prepares the numbers for the contestants to wear in the contest.




  • The Coordinator is on hand for the contest to help see that things run smoothly.




  • The Coordinator goes over rules and gives instructions to the Spelling Bee participants before they go to the contest building to begin the contest.


Registration Volunteers:

2-3 Volunteers needed for each registration period

These volunteers can also serve as "Wranglers."


  • Registration should begin 30-45 minutes prior to the start of the contest.




  • Only one grade should be registered at a time. 3rd grade students arriving at the 2nd grade contest time should be instructed to wait until 30-45 minutes prior to their contest.




  • Registration will take place in a separate area from the contest area to allow a quiet place to give instructions and prepare the students for the contest.




  • A list of students for each grade level contest will be provided.




  • Only students designated as team members will have been randomly assigned a number for the contest.




  • Alternates should register and be on standby in the event a member of that school's team does not arrive. The alternate would then assume the missing team member's number.




  • Students should be seated in the registration area in numerical order to await instructions.




  • Teachers, parents, and other family members should go to the contest area.


"Wrangler" Volunteers

2-3 Volunteers needed for each registration period


  • At least 1 Wrangler sits on stage to keep students moving to the microphone, keep students in the correct seating order, and to direct students off the stage when a word is missed.




  • Another Wrangler waits to the side of the stage to meet the student exiting the stage and present with a participation ribbon before going to parents.




  • Wranglers set the mood of the child who is already disappointed at missing a word. Typically, a Wrangler can help calm the child, offer encouraging words, and get the child in a more happy frame of mind before he or she gets to his parents and remembers his or her disappointment as parents and friends begin to offer sympathy. A calm, encouraging Wrangler can mean the difference in a sad, but smiling child exiting the stage instead of one dissolving in sobs.




  • At the end of each round of words or after rounds in which several students have been eliminated from competition, the Wranglers on stage shift students forward, keeping them in the correct seating order.


Time Keeper:

1 Volunteer needed for each contest


  • A Time Keeper will be seated at the Judges' Table to monitor the time allotment for each participant to spell the word.




  • If time has passed, the Time Keeper should call "Time" to indicate the Pronouncer that the participant MUST begin spelling immediately or the word will be considered as misspelled.




  • The Time Keeper holds the cards indicating the Round Number and shows that number at the conclusion of each round (all students in the contest have spelled in that round) to indicate the next round's number.


Judges:

2 volunteers needed for each contest


  • The two judges will be seated at the Judges' Table and will have a notebook with the word list for both levels of the contest and a list of the contestants.




  • Each grade level list in the notebooks is identical to the list being used by the pronouncer for each contest.




  • Judges follow the list as the Pronouncer gives each word to the participants. If the word is misspelled, the judges indicate this by ringing the bell provided. If incorrect information or pronunciation has been given, the Judges may also use the bell to get the attention of the Pronouncer.




  • It is helpful if the judge marks in her notebook some indication of whether or not the word was spelled correctly - possibly a check for those correct and an X for those incorrect and a line to indicate where words given from that list stopped.




  • Words that sound the same but are spelled differently will be identified by giving of a definition and a sentence by the Pronouncer. Judges should be sure that this is done.




  • If a word has a capital letter, the participant should say "capital A" or whatever letter and then complete the spelling of the word.




  • If the word is actually two words, it should be obvious in the spelling that there are two words. This is best done by pronouncing the first word, spelling that word, pronouncing second word and then spelling the second word. Example for the spelling of basketball court: "basketball court, basketball, b-a-s-k-e-t-b-a-l-l, basketball, court, c-o-u-r-t, basketball court."


Coordinator's Instructions to the Participants:


  • Go over the major rules with the participants.




  • Explain how the participants will sit on stage, discuss use of the microphones (there are two - one taller, one shorter), how participants will move into a different chair after spelling and which side of chairs they will enter to be seated.




  • Emphasize listening to instructions given by the pronouncer and waiting until the pronouncer has completed giving a word and any directions related to that word before beginning to spell.




  • Recommend that the participant pronounce the word before beginning to spell and after completing the spelling of the word.




  • Remind the participant that if he or she does not begin spelling within a specified time, the pronouncer will ask him or her to begin.




  • Remind participants that once a spelling of a word has begun, he or she may not begin again and correct the spelling previously given.




  • Instruct participants to go to the microphone closest to his or her height. The participant should not move the microphone.




  • Explain the procedure when a participant misspells a word: He or she will be directed off stage by one of the volunteers and will go to one side of the staging area to receive a participation ribbon. He or she can then join parents in the audience.


Academic Rodeo Instructions to the Audience:


  • Remind them of the importance of quiet throughout the contest to avoid confusing the participants.




  • Remind them of the temptation to "mouth" the word as participants are spelling. This can be perceived as trying to "help" the participant. Adults persisting in doing this may be asked to leave or move to an area where they are not visible by the participants. If officials feel that the actions of an adult have unduly influenced the contest, a participant may be asked to spell a different or additional word.




  • It would be sad if the actions of an adult, intentional or otherwise, caused embarrassment or frustration to a participant trying in good faith to spell a word.




  • Audience members should NOT approach the stage at any time.




  • When a participant misspells a word, a parent should allow the child to receive his or her participation ribbon from the contest volunteers and rejoin him or her in the audience. If the parent feels the need to meet the student because of the participant's upset or distress, this should be done away from the main audience area.




  • Any photographs or video taken during the contest should be done so in a way that will not disrupt the flow of the contest or prevent others from viewing the contest.


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