TABLE OF CONTENTS

Section A State Board

Composition 4

General Board Meeting Format 5

General Responsibilities of Board Members 6

Financial Policy and Procedures 8

Section B Job Descriptions – Officers

President 12

Program Vice President 14

Membership Vice President 16

Finance Officer 18

Secretary 19

Administrative Director 20

Immediate Past President 21

District Coordinators 22

Section D Standing Committee Chairs

Bylaws 23

Conference Coordinator 24

Convention Registrar 26

C/U – LAF Chair 27

Educational Foundation Chair 28

Keystoner Editor 30

Public Policy 32

Diversity Chair 34

Section E Off-Board Positions

Committee Chairs 35

Committee Members – Public Policy 36

Committee Members – Membership 37

Committee Members – Program 38

Section F State Projects

Guidelines for Project Selection, Adoption, Implementation 39

Project Proposal Form 41

Job Description – Project Chair 43

Section 600 Resolutions

Guidelines 44

Job Description – Resolutions Chair 47

Section 700 Nominations

Guidelines for the Nominating Committee and Chair 48

Section 800 Special Services to Branches

Leader-on-Loan 53

Traveling Display 54

AAUW - PA Website 55

Section 900 Use of Name and Testifying 57

Section 1000 Interorganizational Policies 59

Section 1100 Record Preservation and Storage 61

Section 1200 Amendments 62

Amended 07/2001

When this handbook was updated in 07/2001, we discussed eliminating the State Project Section. However, it was decided that it should remain in case a future State Board would want to have a State Project. Our intent was that this model would help future boards develop their own guidelines.

Additional job description guidance is available from the Association website in Members’ Corner.

Wendy Armour Dickinson

Welcome to the Pennsylvania State Board. Although each person has specific assigned responsibilities as board members, the common goals include:

1. transacting all business for the state;
2. planning and developing the state program;
3. assisting branches;
4. communicating Association programs to the branches.

This handbook provides a job description for each board position (assigned function) as well as guidelines which enable the board to function effectively. Please refer to it to understand the interactions among all of the board positions.

STATE BOARD COMPOSITION

The Pennsylvania State Board consists of

President*

Program Vice President*

Membership Vice President*

Finance Officer*

Secretary*

Administrative Director

Immediate Past President

5 District Coordinators (one for each of the five districts)

Educational Foundation Chair

State Project Chair (as necessary)

Conference Coordinator

College/University Relations and Legal Advocacy Chair

Keystoner Editor

Public Policy Chair (Co-Chair)

Diversity Chair

Additional Standing Committees as appointed by the President

Off-Board Positions as appointed by the President

Off-Board Committee Members as appointed by Committee Chairs

*Elected Positions

Amended 07/2001

The state board meets at least three times annually.

1. Summer Meeting – Business transacted will include orientation of new board members; determination of the year’s goals and priorities; plans for fall meetings and/or workshops; preliminary discussion of the next state convention; approval of the budget; approval of the state calendar for the coming year; establishing deadlines and requirements for Keystoner issues; information and action on all other matters.
2. Fall Meeting – Business transacted will include progress reports by all board members; decisions on program and arrangements for state convention; report of the nominating committee; selection of the site for state convention for following year; discussion and action on all other pertinent business.
3. Winter Meeting – Business transacted will include approval of bylaws amendments; resolutions; public policy program (in even numbered years), and state project (if one is proposed) to be presented to the convention. In appropriate years delegates are elected to attend Association convention.
4. Spring Meeting – Since this meeting is held the day prior to the state convention all last minute details of state convention program, arrangements and business are handled. Reports and recommendations made by board members; preliminary discussion of fall meetings and/or workshops and all other necessary business and information are acted upon. After convention, the board shall be convened to elect a board member to the nominating committee.

Adopted 06/1982

Amended 07/1989, 01/1998, 07/2001

1. Board members shall attend all board meetings, conventions, appropriate committee meetings and workshops (as approved/required).
2. Board members shall read the Association and state bylaws, Board of Directors Handbook, Leader in Action, Outlook and other pertinent AAUW publications in their respective fields.
3. Board members shall keep appropriate records, maintain up-to-date files and pass them on to their successors. (See Record Preservation and Storage, page 60).

These files should include:

1. Association
1. AAUW Charter and Bylaws
2. Association Public Policy Program (brochure)
3. Membership brochure
4. Educational Foundation brochure
5. LAF brochure
6. IFUW brochures
7. List of available AAUW publications
2. State
1. State Bylaws (from convention yearbook)
2. PA State Board of Directors Handbook
3. State Directory (listing names, addresses, phone numbers, email addresses for board members and branch presidents)
4. State membership brochure
5. State Public Policy brochure
6. Recent Keystoners
7. Map and location of branches (in convention yearbook)
8. Convention yearbooks (last two years)
9. Leader on Loan brochure
3. Appropriate Records
1. Copies of own mailings, reports, correspondence
2. Copies of mailings from other board members
3. Association mailings
4. Resource materials
5. Recommendations for successor (What worked? What didn’t work? Suggested future goals, ideas to implement, etc.)

 

4. Board members shall serve as liaisons between the Association, state and branches.
5. State board members shall make brief reports at each board meeting (in writing when requested by the president), reports for inclusion in the convention yearbook and annual reports for the Association when requested.
6. Board members shall cooperate in the planning and implementation of programs and/or workshops in their respective assigned function for conventions and other state meetings.
7. Upon request of branches and authorized approval of the state program vice president, board members shall make travel visits to branches to speak and/or confer with branch members. (See Leader-on-Loan, page 53).
8. At the request of the Keystoner editor, board members will prepare articles for inclusion in the Keystoner.
9. Membership and program vice presidents, Educational Foundation, public policy and bylaws chairs may, in consultation with the president, appoint qualified branch members to their respective committees, unless otherwise authorized by the board.
10. Within assigned function, prepare with the state president’s approval, press releases for state-sponsored meetings/workshops/events. Send releases to appropriate branches and coordinate local media coverage of the event with the local branches.
11. Prepare award certificates as necessary according to assigned function.
12. Design and prepare for printing any brochure required by assigned function. Work with the administrative director to facilitate printing.

Adopted 06/19884

Amended 01/1990, 01/1998, 07/2001

1. Authorized Travel – Travel expenses will be paid round-trip from place of residence or from current location to meeting location, whichever is the shorter distance, at the rate of $ .25 per mile. Car pooling is expected whenever possible.

Flying is discouraged but exceptions will be allowed pending approval of the executive committee.

2. Room Accommodations – Reasonable rates will be accepted. Receipts are required.
3. Meals –

1. If necessary, meals en route to or from board or committee meetings, limited to one meal each way will be reimbursed at the rate of $ 5.00 per breakfast,

$ 5.00 for lunch and $ 10.00 for dinner. Receipts are required.

2. Those meals during sessions requiring board members’ attendances will be paid. Anyone on a restricted diet shall notify the administrative director so that any deviation in menu can be arranged in advance with any additional costs involved being a personal expense of that board member.
3. Meal costs will not be paid for those members who are observing board meetings.

1. Registration Fees and Attendance at Special Meetings

1. Approval of expenses for board members participating in meetings/conferences must be obtained BEFORE a board member attends said meetings. It is encouraged that these expenses be built into assigned function budget categories for annual adoption. Otherwise, approval of the president and finance committee chair is required for expense reimbursement.
2. The state will pay the usual expenses, at the approved rates, for any representative appointed to attend a special forum, conference, or coalition to which state representation is deemed necessary or advisable in the judgment of the state president and finance committee chair. Approval must be obtained prior to attendance.
3. Board members attending such special meetings are requested to prepare a brief report summarizing the meeting. Copies of the report are to be forwarded to the president, program vice president and secretary. One copy of the report shall be retained in the files of the board member attending the meeting. Reimbursement is contingent upon receipt of the report.

1. Leader-on-Loan to Branches (see page 53)

1. During the first year, new branches are entitled to visits by the president, program and membership vice presidents and the Educational Foundation chair, for which travel expenses are paid by the state at approved rate.
2. The branch is responsible for meal(s) and overnight accommodations for each travel visitor.

F. Testimony Travel – Testimony travel expenses will be assessed to the public policy chair’s budget. Prior approval of the public policy chair is required.

G. State Project Travel – All state project travel and program expenses will be assessed to the project budget rather than the program or travel budget.

8. Budget Allocations – Reimbursement Policy
1. Each board member shall submit an estimated budget request to the finance officer prior to the summer board meeting. This budget shall include postage, supplies, duplication and necessary telephone calls. The state will not reimburse tax on telephone calls.
2. Board members who have committees must pay travel expenses and meals at the rate established for state meetings from their assigned function budget allocation for committee members. For reimbursement, committee meetings must have prior approval by the president and finance officer.
3. Board members are encouraged to send expense vouchers to finance officer at frequent intervals (i.e., after counterpart mailing, conferences, etc.). Expenses incurred after the spring board meeting must be submitted no later than June 21. No voucher submitted after this date, for the fiscal year ending June 30 will be paid. The finance committee will consider estimates for bills not received by June 21 individually.
4. The finance officer or the president must approve all expenses for payment.
5. Expenses should not exceed budgeted amounts. Generally, overages (especially for assigned function budget categories) will NOT be paid. If overages occur, they will be considered individually by the finance committee and will need finance committee and board approval for payment.
6. Board members need permission to assign expenses to another board member’s assigned function.
7. Expenses of incoming board members who attend the board meeting preceding the state convention will not be paid. Incoming board members are encouraged to attend the convention as branch delegates.
8. Subscriptions/memberships must be built into annual budget and must have prior approval of the president and finance officer. The state will reimburse only those specialty subscriptions directly related to assigned function.
9. While recognizing that expenses such as child or parent care, job time loss or personal property loss may occur, the state cannot assume responsibility.
10. Board members who anticipate large expenses (such as Keystoner production costs, membership brochures, State Directory, etc.) may request an advance payment from the finance officer.

State board members –

1. No honorarium will be paid to state board members for leadership responsibilities at state workshops and convention.
2. Expenses for responsibilities (see exception in #3 below) at workshops and convention will be paid at the approved rate from the appropriate workshop and convention budget, provided that a workshop proposal and cost estimate has been submitted and approved.
3. Material distributed at workshops and convention to counterparts who attend and later mailed to counterparts who do not attend should be considered Assigned Function expenses.
4. Convention Registrar is an integral part of the success of a state convention. Therefore, this individual will be required to attend state convention. Because this is the only off-board position required to attend state convention, the state board will pay for this individual’s expenses in the same manner as for other state board members.

Branch members – Expenses (registration, travel, meals, housing, supplies) will be paid as follows:

1. Travel at board rate
2. When necessary, one night’s accommodations at the site
3. One meal on site will be provided closest to the time of the presentation
4. Registration will be waived only if presenter is not attending other events at

Non-members

1. The registration fee will be waived.
2. In situations where the publisher, employer or organization is paying partial expenses, the state will pay the balance.
3. If the presenter/speaker has an agent, the state shall work through that agent and pay the negotiated fee. If the presenter/speaker acts as her/his own agent, the state should negotiate a fee.
4. The cost of materials shall be included in the fee.
5. A cost estimate will be included in the workshop proposal or speaker invitation and the finance officer will make reimbursement upon receipt of the expense voucher.

Procedures

1. Expenses incurred by the convention chair(s) in the performance of duties will be paid from the convention proceeds.
2. The finance committee, upon review of the hostess branch preliminary convention budget and convention line budget item, will determine the total funds available for Program Committee convention programming. Additional convention program expenses for major speakers, workshop facilitators, entertainment, etc., which are not included in this figure will be reflected in registration fees, subject to board approval, at the winter board meeting.
3. The Program Committee will be responsible for establishing expense reimbursement guidelines for workshop leaders and convention speakers. Reimbursement may include mileage, meal(s), fee/honorarium, supplies and lodging.

The president shall be reimbursed from the president’s assigned function category for expenses incurred on behalf of the state with the exception of board meetings, for which she will receive funds on the same basis as other board members. The finance officer may make an advance payment to the president upon the president’s request.

1. Association Convention – Expenses of the president and the second official delegate, elected by the board in accordance with the bylaws, shall be paid within the budgeted amount. Expenses for alternates will be paid only if the president or second official delegate is unable to attend. Expenses will not be paid for other state board members attending as delegates.
2. Regional Conferences – Expenses for the president will be paid. Remaining monies in this budgeted allocation will be distributed by vote of the board to other board members participating in the conference program.
3. Get Out The Vote – It is anticipated that the public policy budget will require additional funding in even numbered years for voter education.

Adopted 06/1982

Amended 07/1989, 01/1998, 07/2001

Association – Working with the Regional Director:

1. Seek interpretation of AAUW purposes, polices and program.
2. Assist in planning the regional conference.
3. Invite the regional director to conventions, board meetings and other meetings and workshops.
4. See that the regional director receives minutes of board meetings and copies of pertinent correspondence.
5. Recommend qualified members to the regional director for consideration for appointment to Association committees.
6. Submit biennial report form to Association.
7. Provide list of AAUW - PA board members to Association.

1. Send tentative agenda to board members and the regional director in advance of board meetings.
2. Hold orientation sessions for new board members.
3. Send at least four mailing per year to branch presidents with information about Association, state and branch matters. Request branches to send newspaper clippings about their projects to the Secretary.
4. Work with board members to promote an effective AAUW program within the state. Assist in planning projects, conferences, and conventions.
5. Encourage membership growth by working closely with the membership vice president in forming new branches as described in bylaws, by increasing branch membership and retention of members.
6. Receive names of branch officers and appointed chairs submitted on official forms no later than June 1^st. Forward these to the administrative director, who will compile lists for each position for the corresponding board members.
7. Relay to the appropriate Association personnel the proposals and recommendations of the board.
8. Maintain an adequate file and forward it to successor as soon as possible after term of office expires.
9. Suggest names of members for appointive positions in the government of the Commonwealth and in other organizations.
10. Serve on the board for one year following term of office.

1. Explain and promote Association and state actions, projects and plans through branch visits, correspondence, state meetings and the Keystoner.
2. Assist branches in the solution of their problems.
3. Promote use of the Pennsylvania Leader-On-Loan program for branches.
4. Encourage branch participation on all levels of the organization.
5. Encourage branches to keep board members informed about successful programs and projects.
6. Urge branches to submit names of qualified members to the nominating committee for consideration as officers and to suggest members qualified for state and Association committees.
7. Urge branches to present proposals, recommendations and resolutions for the consideration of the board.

1. The president shall promote involvement in and understanding of the program of the IFUW.

Amended 07/2001

1. Build conscious connections between the components of AAUW programming.
2. Ensure that the program component of the state strategic plan extends beyond convention and fall programming.
3. Incorporate Educational Foundation (EF) and Legal Advocacy Fund (LAF) fund-raising events, public policy, voter education, diversity in the state strategic plan to ensure cohesiveness.
4. Integrate program work with other AAUW functions including diversity, public policy, voter education, educational equity, membership, EF and LAF.
5. Participate in state and branch meetings to ensure that the various programs in the state reflect the overall goals in the strategic plan.
6. Utilize Association Leader-on-Loan program for strategic planning and program development.
7. Form a program development committee. The committee should include the following state board members: public policy chair(s), membership vice president, diversity chair, EF chair, conference coordinator, state project chair (if applicable), C/U - LAF chair and district coordinators. If practical, appoint branch members to the committee.
8. Plan and implement worthwhile community events and/or community projects with the assistance of the Program Development Committee.

1. Responsible for seeing that the state program complies with Association objectives.
2. Work with Association program vice president and staff.
3. Analyze state activities and prepare reports as requested by Association.

1. Assist the president in the work of the state as delegated.
2. Serve as chair of the program development committee.
3. Coordinate AAUW - PA Leader-on-Loan Program and approve board members’ expenses incurred under the program.
4. Organize fall focus and state convention with the assistance of the state board and program development committee.
5. Participate in organizing branch leaders meeting.
6. Send an annual mailing to branch program vice presidents or branch presidents. This mailing should include highlights of effective projects for branches to replicate.
7. Monitor state and branch programs for links to Association biennium issues.

Adopted 06/1982

Amended 01/1990, 01/1998, 07/2001

The membership vice president shall act as part of the leadership team with special responsibility for planning, coordinating, implementing and reporting membership activities.

1. Plan

1. Collect information on current membership, membership trends and target markets for use in planning.
2. Work with executive and membership committees at the state and branch level (as appropriate) to set goals, determine targets and strategies and outline a membership calendar for the year.
3. Include member recruitment, orientation and retention strategies and timelines in the annual plan.
4. Work with the college/university chair to target higher education institutions for recruitment.
5. Work with colleges/universities where interest has been expressed in the AAUW student affiliate program.

1. Coordinate

1. Coordinate the work and focus of the membership committee with other committees, working to develop and participate in a marketing plan that produces programmatic and membership activities.
2. Appoint the membership committee and identify other members for participation in specific aspects of the membership marketing plan.
3. Delegate specific responsibilities to membership committee members and other board officers and members.
4. Coordinate orientation and recruitment activities with the program vice president and work with other board members chair to publicize each meeting and event.

1. Implement

1. Work with state and branch leaders and members to identify target markets and strategies for reaching them.
2. Route information about AAUW prospective members to the appropriate branch membership vice president.
3. Provide information about PA MALs to appropriate branches.
4. Work with the membership committee to identify recruitment techniques and opportunities and to follow through with effective events and programs.
5. Work with branch MVPs on development and implementation of orientation activities for new members.
6. Keep a tally of branch recruitment levels. Maintain a file listing successful branch recruitment efforts. Maintain a disbanded branch file listing reasons for the loss.
7. Provide membership materials to branch MVPs.

1. Report

1. Report to the board on membership trends, plans and projects.
2. Maintain contact with branch MVPs and the Association membership vice president.
3. Assist in the compilation of state and Association surveys and reports.
4. Interpret state and Association membership policies for branches.

Adopted 06/1982

Amended 01/1990, 01/1998, 07/2001

The finance officer shall perform the duties specified in the bylaws.

1. Maintain an accurate record of the financial status of the state.
2. Chairs the Finance Committee. Other Finance Committee members are the administrative director and business manager.
3. Prepare proposed budget for summer board, using actual expenditure figures for previous year and anticipated income and the Budget Allocation Request forms submitted. (Note: Plan for electoral/GOTV activities in the even numbered years.)
4. Send a copy of the adopted budget to the Keystoner editor following the summer board meeting.
5. Instruct board members on completion and submission of reimbursement vouchers.
6. Receive, review and sign all vouchers, checking that all adhere to the adopted budget. Post them to proper assigned function or line item account.
7. Maintain a finance ledger, posting all expenditures by assigned function and line item account.
8. Maintain bank accounts and accurate records.
9. Issue checks in payment of bills incurred by the state.
10. Provide financial reports for state board meetings, convention and as requested.
11. Provide membership figures for MVP, the Secretary (to determine the number of branch delegates to state convention), EF and C/U - LAF chairs (to calculate per capita contributions) before each convention.
12. File tax returns as required by law.
13. Submit records for professional audit at the close of the fiscal year.

Adopted 06/1982

Amended 01/1990, 01/1998, 07/2001

1. Keep a record of all meetings of the state, the board of directors and the executive committee. Maintain access to all documents and records pertaining to the state. Gather materials annually for deposit in the AAUW archives, as designed by the president.
2. Record and send to each board member and regional director copies of the minutes from all board meetings and state convention.
3. Record written votes of members of either the board of directors or the executive committee in the interim between meetings, as specified in the state bylaws.
4. Handle official state correspondence as directed by the president or authorized by board action.
5. Send a notice to each branch president prior to the state convention certifying the number of voting delegates to which the branch is entitled according to state bylaws.
6. Revise the state history as necessary.
7. Act as liaison between the state board and the Pennsylvania Historical and Museum Commission. Save and deposit all board materials for proper storage with the Pennsylvania State Archives at summer board.
8. Maintain the state traveling display. Inform branches of its availability and process any reservations.
9. Maintain an updated newspaper clippings notebook of Pennsylvania branch activities. Share copies of outstanding or unique clippings with Association. Send copies of any Association news printed in PA media to Association.

Adopted 06/1982

Amended 01/1990, 01/1998, 07/2001

The administrative director is appointed by the president to assist in discharging administrative dues. The administrative director is a member of the state board and shall comply with the General Responsibilities of Board Members. The administrative director should assist the president in whatever manner will be most helpful. Specified duties include:

1. Arrange motel location reservations, meeting rooms, meals and all other necessities for board meetings.
2. Notify board members as directed by the president, duplicate agenda, send travel instructions and other information.
3. Collect materials distributed at board meetings and send them to any members unable to attend.
4. Prepare the four post-board meeting mailings to branch presidents with information from the state president and other members of the board.

1. Compile lists of branch officers and committee chairs submitted by branch presidents on the Association officer forms.
2. Provide labels for board members as requested for mailings to branch counterparts.

Maintain an adequate supply of stationery and envelopes and distribute it to board members as needed (preferably at meetings.). It is recommended to keep a record to allow for adequate re-ordering of supplies.

Place orders for these items for state board members.

1. Prepare the Convention Yearbook.
2. Mail official packets to branch presidents unable to be at convention.

Serve as a member of the Finance Committee.

Adopted 06/1982

Amended 01/1990, 01/1998, 07/2001

The immediate past president shall serve on the state board for one year, immediately following expiration of term as president. In this position:

1. Assist the president by advising on general policy concerns and procedures, recommending members for appointments, handling transitional correspondence and other communications as requested by the president.
2. Participate in the Leader-on-Loan Program as designated by the program vice president.
3. Revise the Board of Directors Handbook, as necessary.
4. Participate in board discussions and decisions.
5. Support state committee work, in accordance with any special interest.
6. Fulfill such other responsibilities as may be assigned by the president or the board.

Adopted 06/1982

Amended 01/1990, 01/1998, 07/2001

Each district coordinator, appointed by the state president, will serve a two-year term on the state board. The primary duty is to serve as a liaison between each branch in the district and the state board. The district coordinator is a resource person, coordinator and advocate for the district. In addition to complying with the general responsibilities of the state board members, each district coordinator will administer the affairs of the district.

1. Convey branch concerns to the state board and information and requests from the state board to the branches:
1. Establish a district telephone tree including one person, called the district representative, from each branch. The district representative may be the branch president or any other branch member who is on the branch board in this or another position. The district representative will be the district coordinator’s contact person for the branch who will receive correspondence and is contacted when there is a public policy alert.
2. Facilitate branch activity by serving as their primary source of AAUW - PA information.
3. Provide information regarding noteworthy branch activities within the district to the Keystoner editor.
4. Try to attend a branch board or branch meeting at each branch each year. Due to distance and amount of available volunteer time, combine branches together. This makes attending the meeting feasible for the district coordinator but also helps branches to network.
5. Participate in the Leader-on-Loan Program and facilitate video library requests within the district.
2. Chair the district caucus meeting at the annual state convention. During this meeting, the district representative to the state nominating committee is elected and other district business is conducted.
3. Serve on the state program development committee.

1. Coordinate with the host branch and chair on local arrangements for the district’s Fall Focus.
2. Elicit from the district and provide the state board with ideas for state convention. Participate in the planning and execution of the convention, as requested.

Adopted 01/1998

Amended 07/2001

The state bylaws chair is a board member appointed by the president to carry out this additional responsibility. The bylaws chair may also be an off board position. The bylaws committee will consist of the chair and two members. The bylaws chair is responsible for the following:

1. Comply with Association branch bylaws revision procedures.
2. Record approval dates of each branch’s bylaws and forward approved sets to the designed Association Bylaws Committee Chair for the Middle Atlantic Region.
3. On December 1, notify each branch from which bylaws have not been received that their voting rights are suspended, pending receipt and approval of updated bylaws, and send list of these branches to Association Bylaws Committee Chair.
4. Continue to process branch bylaws with the assistance of committee members as they are received. As approved, send them to the Association Bylaws Committee Chair.

1. The president will delegate to the bylaws chair the responsibility for bringing the state bylaws into compliance with the AAUW Charter and Bylaws after each Association Convention. Any changes in the state bylaws due to changes in the Association bylaws do not need to be voted upon by the members of AAUW - PA.
2. The bylaws chair will request proposed changes to the AAUW - PA bylaws from the membership of AAUW PA. They need to be received by December 1^st.
3. The state bylaws chair will present all proposed changes in state bylaws to the state board at the winter board meeting. The bylaws chair will forward a copy of the approved proposed bylaws changes to the Keystoner editor for inclusion in the pre-convention Keystoner. It is intended that the membership have at least six weeks’ notice prior to the annual state convention of any proposed bylaws changes.

Adopted 06/1982

Amended 01/1990, 01/1998, 07/2001

The state conference coordinator is responsible for the annual state convention in cooperation with the state president, program vice president, the host branch(es) and the hotel. The main responsibilities are to select a hotel for convention, make the necessary arrangements, including meeting facilities, meals, registration, etc. The coordinator assists the state president and program vice president in the areas of program and planning, as requested.

Prospective convention site selected. Ask local branch(es) to assist with the logistics of the convention. State Board votes on location of convention. If possible, the convention site should rotate across the state.

• One large meeting area for approximately 200 persons for business sessions and special programs.
• One large dining for approximately 200 persons.
• Five workshop rooms that will accommodate 20 – 50 people comfortably.
• Meeting room for state board.
• Display area for any EF/LAF sales and branch displays
• Hospitality room.
• Registration area.

• As requested by state board members and convention speakers.
• Screens, projectors, chalkboards, flip charts.

Conference coordinator will make final meal selections (about three months prior to convention). Meal selections will be appropriate to the convention length and program.

Determined by program vice president in cooperation with the board. The board may choose a convention theme.

Local Arrangements Committee named and notified of duties expected of them. Duties may change depending on the location of convention. Duties are determined by the conference coordinator.

The conference coordinator sends the convention registration form and room registration information to the Keystoner editor. (The editor should have it by the end of December.)

Equipment – Conference coordinator requests equipment needed by workshop leaders.

Convention registrar and local committee notify conference coordinator of registration totals.

Supervise implementation of all plans. During the business session present the credentials report, which consists of the number of voting delegates and number of branches represented.

Conference coordinator along with the program vice president evaluates convention using the returned evaluation forms and sends the report to the state president. Thank you notes are written to host branch(es) and local arrangements committee.

Adopted 04/1976

Amended 01/1990, 01/1998, 07/2001

The Convention Registrar supports the Convention Coordinator in processing registrations for Convention. Responsibilities include the following:

1. Maintain two convention registration lists on Microsoft Excel (or similar spreadsheet program). The Master Convention list will include the name, address, branch, district, whether first time at convention, whether outstanding person nominee, special needs, and voting status. The Master Event list will include the name, branch, workshops selected, registration status, meals selected, total registration fee, amount due if any, and registration for special events such as the EF/LAF walk or other fundraising events. Information on the two forms can be modified in consultation with the Convention Coordinator. Provide printed copies as requested for use at the Convention registration desk.
2. Confirm registration by e-mail or stamped, self-addressed postcards provided by registrant.
3. Contact registrants to clarify discrepancies (i.e., conflicting workshops, payment at odds with the costs of selected options, etc.).
4. Collect contributions for any Convention-related fundraisers for the Educational Foundation or the Legal Advocacy Fund and forward them to the AAUW-PA EF Chair or LAF Liaison.
5. Copy and deposit registration checks in AAUW-PA’s checking account.
6. Provide printed nametags for all registrants.
7. Provide printed labels for all registrant packets.
8. Provide printed list of convention registrants with name and branch identification only.
9. Provide printed list of first-time convention attendees.
10. Attend state convention as a part of the state board. Expenses will be paid. This individual is expected to share a room with a state board member.

Adopted 07/2001

The duties of the college/university (C/U) and Legal Advocacy Fund Chair include the following:

1. Involve the branch college/university chairs in developing and strengthening the relationship between the local college/university and local branches, state board and Association.
2. Develop strategies with branch college/university chairs to create an interest in AAUW and its programs in college women.
3. Promote college/university memberships.
4. Work with the branch college/university chairs in urging colleges and universities to use AAUW’s resources.
5. Fund raise for the state contribution to the Legal Advocacy Fund.
6. Provide information about the Legal Advocacy Fund and PA contributions to it. Compile information for Convention Yearbook. Complete the LAF report forms.
7. Work with branches in support of the Legal Advocacy Fund.
8. Arrange for litigants to make presentations at state convention or other state meetings.
9. Collect LAF contributions and forward to AAUW LAF.
10. Present reports of activities and funds raised at board meetings. The C/U – LAF Chair reports to the membership in the Post-Convention Keystoner and at convention the results of the previous calendar year’s fund raising.

Adopted 06/1982

Amended 01/1990, 01/1998, 07/2001

The Educational Foundation Chair works with branches and the state board to promote the AAUW Educational Foundation’s mission, research, and programs and oversee Foundation fundraising activity in the state. The EF Chair serves as chair of the state EF committee and is responsible for fundraising for the state contribution to the Educational Foundation. Other state board members may assist the chair.

1. Provide information about the Educational Foundation and PA contributions to it. Compile information for Convention Yearbook. Complete the Foundation report forms.
2. Communicate with Fellows working in Pennsylvania and notify the appropriate branch chair that a Fellow is in their area.
3. Serve as a consultant to branch EF chairs in areas of fundraising, planning and goal setting and contributions management. Visit branches, especially new branches, when requested to provide assistance or present a program. Maintain regular contact (at least quarterly) with branches through the Keystoner, FYI and individual mailings. Encourage branches and individuals to support the Foundation’s research and programs.
4. Collect Educational Foundation contributions and forward to AAUW Educational Foundation. Review Foundation reports on branch contribution for accuracy and request that discrepancies be addressed. Encourage branch EF chairs to track the contributions of individual branch members to the extent possible.
5. Provide recognition of branch achievements at State Convention and through articles in the Keystoner. Provide Named Gift Honoree certificates to qualifying branches as requested. Calculate top ten branches in total contributions and per capita contributions for the Foundation’s recognition year and provide certificates to qualifying branches.
6. Work with other state board members and committees to integrate Foundation research, programs and fundraising efforts with other state priorities as appropriate.
7. Help to recruit potential fellows and identify potential donors.
8. Adhere to Foundation contributions deadlines, fiscal management policies and charitable tax laws. Disseminate Foundation research and program information to state board, branches and community.
9. Develop and oversee the state Foundation budget. Review previous state Foundation fundraising efforts and identify opportunities for growth.

Adopted 06/1982

Amended 01/1990, 01/1998, 07/2001

The Keystoner Editor is responsible for editing and producing the Pennsylvania every member publication. The editor may appoint a member of her branch as circulation manager to have responsibility for distribution of the Keystoner.

The Keystoner is aimed at the AAUW member who does not get information by virtue of serving on a branch board. The editor should try to maintain a balance between Association, state and branch news in each issue. Consult with the president as to contents of each issue. Board members are expected to contribute appropriate articles.

1. Plan each issue in advance and request articles from appropriate board members and/or guest authors.
2. Set copy deadline. Allowed two to three weeks between mail house and delivery date.
3. Reserve the right to edit all copy as to format, style and length.
4. The following items are published in every issue:

Fall programming information; state convention summary including EF and LAF reports; membership and outstanding woman awards; actions taken on public policy program, resolution(s) and bylaws; Association convention summary in odd years; MAR conference summary in even years; information on new issues when appropriate; state budget; state goals, state calendar, coming-on-board biographies of new board members.

Convention program and registration form; convention speakers with photographs; proposed public policy program (even numbered years); resolutions; bylaws changes. Middle Atlantic Regional conference information in even numbered years; Association convention in odd numbered years; state convention special events.

Report on Fall programming – nominating committee report; background on candidates for offices with photos.

1. Proofread the issue. Enlist another member to proofread the issue. Make changes as necessary.
2. Check with president for comments, suggestions, corrections or additions.

1. Order mailing labels from the Association. Labels are ordered for AAUW - PA branch members, Association officers, all state presidents, state newsletter editors and PA college/university representatives.
2. Obtain a bulk mail permit and renew it as necessary. Make arrangements for bulk mailing.
3. Request from the treasurer a check to cover postage for each issue.
4. Send copies of the Keystoner via email to state board members, MAR director, Presidents of Association, Educational Foundation and LAF Executive Director.
5. Arrange for delivery of surplus copies.
6. Forward an electronic copy of the Keystoner, without Board members names and contact information, to the website coordinator for addition to the AAUW – PA website.
7. Send bulk e-mail to those receiving electronic only distribution of Keystoner alerting them to the new issue posted on the AAUW – PA website.
8. Manage and maintain the database of AAUW – PA members for mailing or electronic only distribution of the Keystoner.

1. The printer’s and mail house bills are sent to the editor for approval for payment. They are forwarded to the finance officer for payment.
2. The bill for mailing labels is sent directly to the finance officer by Association.
3. At the appropriate time, a request is made to the finance officer for an advance to pay for the bulk mailing permit and postage for each issue.
4. The editor will submit vouchers for reimbursement of expenses incurred for the Keystoner.

It has been customary for the Keystoner editor to conduct an annual branch newsletter competition to select the best branch newsletter in three or four categories according to branch size. Three judges are selected: one with an AAUW background from another state and two people with experience in the professional community.

Adopted 06/1982

Amended 01/1990, 01/1998, 07/2001

In addition to compliance with General Responsibilities of Board Members, the public policy chair/co-chair is specifically responsible for:

1. Directing AAUW public policy action in Pennsylvania.
2. Serving on the state program committee.
3. Working with the Association public policy committee and staff.
4. Stimulating interest in and providing information about the Association and state public policy priorities and the mission of AAUW.
5. Initiating measures for the biennial adoption of the state public policy principles and priorities in accordance with state bylaws and consistent with AAUW’s mission.
6. Encouraging public policy action on the state and branch levels and coordinating such activities. Activities may include but are not limited to contacting legislators, conducting issue or candidate forums, organizing letter-writing campaigns, coordinating lobbying efforts by members, etc.
7. Overseeing branch and member education on public policy issues and techniques by developing and implementing public policy programming for state and district meetings, by updating public policy information on the state web site, by writing articles for state publications, and by mailing information to branch public policy chairs.
8. Operating the AAUW - PA e-mail network and notifying branches and members of public policy issue alerts.
9. Providing orientation of branches and newly-appointed branch public policy chairs.
10. Arranging for public policy awards at the state convention.
11. Identifying and tracking state legislation related to the public policy priorities.
12. Appropriately representing AAUW - PA’s positions before civic and governmental bodies and the public.
13. Coordinating and initiating AAUW - PA’s participation in cooperative action with other organizations, such as member organizations of the Pennsylvania Women’s Legislative Exchange, on shared issues and Voter Education events.
14. Scheduling and conducting public policy committee meetings. The public policy committee is comprised of:

1. State board members having program responsibilities with public policy implications, including the president (ex-officio), program vice president and district coordinators.
2. Additional members selected by the chair with board approval.

If there are co-chairs serving on the state board, responsibilities will be divided in an equitable manner as agreed upon by the co-chairs. Possible divisions include internal vs. external or Voter Education vs. other responsibilities.

Adopted 06/1982

Amended 01/1990, 01/1998, 07/2001

Assemble and convene a state diversity resource team to plan and implement diversity and social justice initiative within Pennsylvania.

Evaluate previous state diversity and social justice efforts.

Lead an assessment of the demographics of the AAUW – PA membership and compare them to the demographics of the Commonwealth of Pennsylvania.

Ensure that diversity is included in the AAUW – PA strategic plan with specific and measurable goals and objectives.

Participate in all membership, program and convention planning to ensure that diversity is addressed.

Work with all board members to be sure that the AAUW Diversity Statement is included on all printed materials.

Work with the state board to cultivate diverse leaders and devise alternate paths to state leadership.

Collaborate with state board members to identify and address state diversity training needs.

Ensure that the state budget includes funds for expenses to assist the physically challenged in fully participating in any state meeting.

Adopted 07/2001

There are some leadership roles that do not require attendance at state board meetings. These roles give branch members the opportunity to work with the state board with the hope that they will serve on the board at a later time.

Members serving in off-board positions will provide the president with regular reports as requested. Off-board members will only receive board mailings if the mailing pertains directly to their off-board role. The state board will reimburse off-board members for the expenses incurred in fulfilling their roles. Off-board members will submit expense vouchers to the finance officer.

This list of positions is intended to give guidance to the state president. The president should use personal discretion as to what specific roles will be done in an off-board basis.

Website Coordinator

Outstanding Woman Chair

Convention Registrar

Bylaws Chair

Resolutions Chair

Business Manager – Serves on the Finance Commttee

Student Affiliate Coordinator

Off-board members will attend board meetings as requested by the president. If this occurs, they will be reimbursed for their mileage to and from the meeting at the current board rate. The state board will pay for their meals and lodging while attending the meeting.

Because the duties of the Convention Registrar require that they attend state convention, the state board will pay their expenses to attend state convention. This individual will be expected to room with a state board member and will have their expenses paid in the same manner as a state board member.

Off-board members will not be provided AAUW – PA business cards and name badges. Time spent in these positions will not count toward the time served on the board, as detailed in the Bylaws.

Adopted 07/2001

The Public Policy Committee will consist of the State Public Policy Chair(s), one representative from each of the five districts in Pennsylvania, one at-large member and State President (ex-officio). The State President, Program Vice President and District Coordinators, along with any other interested state board members, are expected to provide support and advice to the committee.

The State Public Policy Chair (s) will select members. All AAUW – PA members are eligible to serve on the committee. An interest in public policy issues or community education is a plus. Membership on this committee is off-board unless the member is serving in another on-board position. Meetings will primarily be done by email or telephone. However, a member does not need to have email access to participate on this committee.

Job Description:

Committee members may do some or all of the following:

• Serve as a state public policy brain bank and sounding board;
• Watch the state and local political scenes for issues aligned with state and Association public policy priorities;
• Follow state-level bills on AAUW issues;
• Notify the State Public Policy Chair(s) when public policy alerts on state issues need to be announced over the email network;
• Improve AAUW – PA’s use of its website for public policy information and other electronic media;
• Act as a contact for branch public policy concerns and information;
• Serve as a local Leader-On-Loan;
• Develop or nurture coalitions with like-minded organizations;
• Coordinate or moderate state-sponsored public policy events at the district level.

This job description will be periodically updated, and various committee members may share jobs.

Adopted 07/2001

This job description is to be developed.

This job description is to be developed.

Definition of a State Project – A state project is a special activity recommended by the branches and approved by the state at its annual convention. This allows for the provision of additional resources and attention by the state to an identified issue of vital concern within the Commonwealth of Pennsylvania. The state bylaws do not mandate the annual adoption of a state project. However, when a project is being recommended for adoption, it should:

1. Require central direction to be effective.
2. Be related to the mission of AAUW and compliment the present array of Association projects.
3. Have as its goal either impact at the state level of government or impact through the state.
4. Include a list of prospective coalition partners.
5. Be of sufficient scope as to necessitate two-year implementation.

Selection and Adoption of State Projects

1. The president shall appoint a committee of two current board members (one being the immediate past president) and three active members from the state to review proposals for state projects.
2. Project proposals shall be submitted to the chair of the project committee by December 1, in order to allow for committee considerations before the January board meeting.
3. The committee shall review all proposals and make recommendations to the state board at its winter meeting.
4. Submitting branches must secure the endorsement of the proposed project from at least 15% of the AAUW branches within the state. These endorsements should accompany the project proposals.

Letters of Endorsement – Endorsement of a project proposal implies an expression of approval. When a branch endorses a project proposal, it means that the branch believes the proposal is worthy of consideration and possible implementation. It is not a commitment; it does not obligate the branch to work on that project in the event that it is selected at state convention. A branch may endorse more than one proposal if it so chooses.

A letter of endorsement should be written on branch stationery and addressed to the person proposing the project. It should indicate that the project being proposed is worthy of consideration and should include a simple statement outlining the reasons for the branch endorsement. For example, although a branch may not be involved in study related to the proposal, the branch may be aware of

high interest in the concerns of the proposal and, therefore, believe in the importance of the proposal.

5. The committee may recommend modifications to any proposal but will obtain approval from the submitting branch for any modifications made.
6. An unacceptable project proposal will be returned to the submitting branch with an explanation of why it is not acceptable.
7. At its winter board meeting, the board of directors shall choose no more than two projects to be recommended to the convention body at the annual business meeting. These recommendations shall be submitted to the branches at least six weeks prior to the state convention for branch consideration.
8. Project proposals not recommended to the convention by the board of directors may be proposed from the floor of the convention only with the approval of two thirds of the voting delegates present.
9. A new project may be presented from the floor of the convention upon the approval of two thirds of the voting delegates present and passed by three fourths of the voting delegates present.
10. The state shall undertake no more than two projects in any one year.

1. Responsibilities of the State President:
1. Appoint a special committee bi-annually to select and recommend new projects to the state board;
2. Appoint a special committee bi-annually to evaluate the project.
2. Responsibilities of the State Project Chair (see page 43)
3. Responsibilities of Branches to Project:
1. Responsibilities of branches implementing project: appoint a chair and project committee to interpret and give direction for project activities of the branch; coordinate project activities with the total branch program; provide progress reports to the branch and to the state project chair.
2. Responsibilities of branches not implementing project: assign a person to receive project information; allow time for periodic report on project.
3. Respond to Branch Conversations Questions about the State Project.

Review and Evaluation of State Projects – Existing projects shall be reviewed and voted upon by the state board annually. A special committee, appointed by the president, shall

review and assess the accomplishments and effectiveness of current state projects, according to the guidelines established above, and make its recommendations for continuation to the spring board meeting.

A State Project Application follows on pages 41 and 42.

Adopted 06/1982

Amended 01/199001/1998, 07/2001

1. Proposed project title __________________________________
2. Name of submitting branch _____________________________

Branch contact person _________________________________

(name)

__________________________________

(address)

__________________________________

(telephone/email)

3. Project background
1. Why is does this project needed to be enacted at the state level?

______ branch topic study

_______ public policy program activity

_______ other (explain in detail)

2. What relationship, if any, does the proposed project have to former or current projects pursued by the AAUW - PA or an AAUW project carried out elsewhere, or a project carried out by a branch?
3. What is the relationship of the proposed project to the overall program of AAUW?

1. Objectives (goals) of the project:
2. Methodology – what steps are needed to achieve objectives?
3. Projected time schedule – estimated time breakdown to accomplish #5 above.
4. Justification – why do you feel that the proposed project needs state coordination and funds?
5. Budget
1. To achieve the above objectives, what do you estimate as a total budget for project? List major anticipated expenses:
1. Cost of non-expendable equipment, i.e., cost of equipment if project included making a film, for example.
2. Expendable material supplies, i.e., telephone, duplication, publication, postage, committee meeting expenses.
3. Travel for project other than project chair(s) travel covered as a state board member.
4. Project duration for bookkeeping purposes, i.e., actual starting date and proposed completion date.
5. Other direct project costs, i.e., film rentals, speakers’ fees, workshop materials (specify).
6. Do you have a potential state chair/coordinator to recommend to this committee? Vita should be enclosed.
7. List the branches from whom letters of endorsement have been received. Attach endorsements to this letter.
8. Are there other organizations which are concerned with the needs and goals of this project? If so, please list.
9. Signature of branch president

Adopted 06/1982

Amended 01/1990, 01/1998, 07/2001

1. Appoint project committee with regard to geographic distribution, subject background and activity in the field.
2. Relate the project to AAUW purpose and policies.
3. Coordinate it with the overall program of the program development committee.
4. Participate in AAUW conferences and conventions, reporting on progress, supplying speakers and other program resources and taking part in the program.
5. Know state and Association public policy developments in the field and communicate this information to the state board and to branches.
6. Consult with Association staff member if they can impart information relating to the project.
7. Know current statewide developments in the field and establish contact and effective communication with other appropriate state organizations (professional, governmental, civic) and key individuals.
8. Submit quarterly progress reports to the state program vice president.

1. Prepare mailings as needed for the purpose of interpreting the project.
2. Supply background information.
3. Stimulate interest in the subject.
4. Suggest specific study and action programs.
5. Supply lists of useful informational resources for study.
6. Supply suggested program resources; e.g., speakers, films, topics.
7. Report on professional meetings attended and information supplied by state governmental agencies.
8. Coordinate branch activities on a statewide basis for legislative and other activity.
9. Meet with branch project committees and participating in branch programs when requested.
10. Supply guidance and direction to branch project activities when requested.

Adopted 06/1982

Amended 01/1990, 01/1998, 07/2001

1. Parliamentary definition: a resolution is a formal expression of the opinion or will of an assembly adopted by vote. The resolution may establish a framework within which some kind of action may be taken.
2. AAUW Resolutions may be defined broadly as stated general principles under which several kinds of action may be taken. They are important tools in focusing, developing and giving directions to program and in dealing with the public. They apply to all aspects of AAUW policy and program and are the outgrowth of study/action by the membership.

1. A resolution is treated exactly like a main motion. It differs from a motion because of importance, length or complexity.
2. A resolution should be expressed in a positive form.
3. Resolutions may be initiated by an individual member, a branch or a state board member.

1. Simple – a single paragraph beginning with the word RESOLVED.

Example: RESOLVED, That the AAUW - PA go on record as favoring the creation of a public park in every city.

2. Long – consists of a preamble plus one or more "resolving" clauses which state the action to be taken.

Example: WHEREAS, Children need to be kept off the street; and

WHEREAS, Adults and children need a place of recreation; and

WHEREAS, Many homes have no recreational area; therefore,

RESOLVED, That……

3. Parliamentary rules in writing resolutions (formal)

• comma after whereas
• first word of clause capitalized
• semicolon at end of the clause followed by "and"

• last word is always "therefore" followed by a comma

• comma after RESOLVED, followed by word
• "That" with a capital "T".

1. A proposed resolution should not be in conflict with existing Association or state policy.
2. A resolution should be adopted by a branch vote before it is sent to the resolutions committee. Follow the timetable as designed by the state each year.
3. Background material and supporting documentation should accompany all resolutions sent to the resolutions committee.
1. A concise written statement of the problem giving well-documented and logical reasons for its consideration at the state level.
2. Sources of information and a summary of information obtained.
3. A statement of where the proposed resolution fits in the state or Association program.
4. A plan for implementation stating how and by whom the resolution can be translated into action. This does not apply for a statement of principle. Early communication with the district coordinator, resolutions committee or public policy chair in whose area the proposed resolution will fall is highly recommended. The chairs may know of other branches working on the same subject.
5. A budget proposal for cost of implementation.
4. Four typed copies shall be sent to the resolutions committee with one copy going to the state board member in whose area the proposed resolution falls.

1. The resolutions committee consists of the chair, a board member appointed by the state president and two or more active members from the state.
2. The resolutions committee does not have the authority to make substantive alterations in the resolution without the sponsor’s consent.
3. The resolutions committee does have the authority and duty to:

1. Determine the adequacy, factualness and appropriateness of the proposal and reject any resolutions in conflict with Association or state bylaws.
2. Put resolutions in correct parliamentary form.
3. Help word proposals in a concise and understandable manner.
4. Suggest compromise to make recommendations more useful and acceptable.
5. Eliminate duplication when similar resolutions are offered.
6. Limit the number of resolutions proposed to a reasonable number.

1. The delegates from the floor of the state convention may propose resolutions rejected by the resolutions committee or referred back to the sponsor.
2. The resolutions committee will present the resolutions at the fall board meeting. The state board will recommend those resolutions to be presented to the convention for action. These resolutions will be printed in the Keystoner.

1. Resolution recommended by the state board will be formally placed before the convention at the designated time during the business session. Such resolutions may be adopted with a majority vote.
2. Resolutions from the floor can be heard with a 2/3rds vote of the assembly. Copies of each resolution should be distributed to all delegates. Resolutions from the floor may be adopted with a ¾ths vote of the delegate body.
3. A resolution continues in effect unless it is rescinded or declared obsolete.

1. Branches have responsibility to consider the implementation of current resolutions.
2. At the state board meeting following convention, the program committee shall review the adopted resolutions. The program committee shall delegate to the appropriate board member the primary responsibility for the implementation of each resolution.
3. The board member with primary responsibility shall assist branches with implementation through counterpart newsletters and reports.
4. A question regarding the branches’ implementation of the resolution will be included in the Branch Conversation questions.
5. At the Spring board meeting, a report will be made to the board on action taken on the resolution based upon the Branch Conversations responses.
6. The board member with primary responsibility for the resolution is to provide a written report on action on the resolution for inclusion in the Convention Yearbook to the Administrative Director.

Adopted 04/1978

Amended 01/1982, 01/1990, 01/1998, 07/2001

The resolutions chair is a board member appointed by the president to serve in this capacity. This may also be an off board position. Duties and responsibilities are to:

1. Notify the branches of procedure to be followed and deadline to be met, in a page to be included with the president’s summer mailing.
2. Meet with the resolutions committee prior to fall board meeting. (This meeting should be conducted via telephone call or email.) The committee shall accept, revise, reword, or reject the resolutions submitted.
3. Notify those who submitted resolutions in writing of their acceptance, revision or rejection.
4. Present accepted resolutions at the fall state board meeting for board approval.
5. Submit a copy of accepted resolutions to the Keystoner editor for inclusion in the pre-convention issue and to branch presidents at least six weeks prior to the annual convention.
6. Present resolutions to the state convention for action.

Adopted 06/1982

Amended 01/1990, 01/1998, 07/2001

The bylaws state: "At the state convention one member and two alternates not currently serving on the state board of directors shall be elected by the voting delegates from each of the five geographical areas designated by the board of directors." (Currently means not serving on the state board while a member of the nominating committee.)

1. Only elected delegates to the convention may participate in the election.
2. One member and two alternates are to be elected.
3. Delegates shall place four names or more (of those in attendance) in nomination.
4. Voting shall take place by written ballot.
5. The person with the highest number of votes is elected; the first alternate is the person with the next highest number of votes; and the second alternate has the third highest number of votes.
6. Delegates shall obtain permission to submit names prior to the election and shall be prepared to give a short supporting speech.
7. Delegates shall keep in mind that the most effective members of the state nominating committee are those who have:

1. A thorough understanding of AAUW, its structure and program.
2. Actively participate in the state through the branch, state board, service on a state committee or Inter-Branch Council and attendance at state meetings.

According to state bylaws, there shall be nominating committee of seven members, only one of whom shall have served the previous year. Should two or more be elected who had served the previous year, the president shall request that the secretary at the next board meeting put the names on individual slips, fold them in the presence of the board and draw the name of the one to serve. The first alternate will serve for one(s) not selected. Two members and one alternate shall be elected by the board. The chair of the nominating committee shall be appointed by the president and approved by the new board immediately following the state convention.

The president will notify the disqualified person(s) and alternate(s) to explain what has occurred. In addition, the president will insure that the correct names of the nominating committee and an explanation appear in the Keystoner.

General Responsibilities. The nominating committee is charged with the review of candidates for the state offices of President and Program Vice President in the even numbered years and of the offices of Membership Vice President, Secretary and Treasurer in the odd numbered years.

The state president will provide the nominating committee chair with:

1. Nominating Committee file;
2. Guidelines for State Nominating Committee Chair (Handbook);
3. Names, mailing addresses and email addresses of committee members;
4. List of past officers taken from PA State History; (The outgoing chair should insure that this list is up to date.)
5. A copy of the state map and branch size pages from the most current convention yearbook

The State Nominating Committee Chair will:

1. Arrange for meeting:

(NOTE: The cost for a meeting should be kept at a minimum. It is recommended that committee members meet via a telephone conference call or email.)

1. Set time and place in consultation with committee members.
2. Meeting is usually held in a central location in a hotel/motel or other available facility or, done through a conference telephone call on the third Saturday in November with the alternate date as the first Saturday in December.
3. October 1 is the deadline for nominations.
2. Provide advance information:
1. Committee members should receive copies of all nominations and letters of endorsement and job descriptions of offices to be filled.
2. Alternates should receive –

Date of scheduled meeting so that each alternate can step in at last minute if substitution is necessary.

Copies of job description of offices to be filled and nominations (not endorsement letters).

3. Chair committee meeting:
1. Committee should

Responsibilities of the Committee Chair

1. Send the initial letter and a copy of the application vita forms for a potential nominee to the branch presidents as soon as possible after convention. Inform the presidents about the offices to be filled and the qualifications for them. Include the dates for receipt of the application, endorsements and the nominating committee meeting. This information should also be posted on the AAUW – PA website. The candidate will need to submit a black & white photo with the application. The administrative director will provide mailing labels, stationery, etc. Send copies of materials to committee members and alternates.
2. After the nominations are received, submit an article about the candidates and their photographs to the Keystoner editor for the winter issue.
3. Contact the committee about the site and time of the meeting.
4. Send copies of the resumes and pictures of the candidates to the committee members prior to the meeting. It is at the discretion of the chair to send endorsements prior to the meeting; however, these will be available the day of the meeting for the committee’s review. (If using a conference call or email, endorsements need to be sent with resumes and pictures.)
5. The chair is neutral during the meeting, serving as a discussion leader only. The vote should be by paper ballot with majority rule. The chair is to call all nominees (both successful and unsuccessful) with the results on the day of the meeting. A follow-up letter should be sent to all candidates with the letter to the successful nominees noting that they are nominees until the election at convention. The president is to be informed about the results.
6. Retain the complete nominating committee file until the election has been concluded. The endorsements should be destroyed by the chair prior to the transmittal of the files to the next committee chair. Files should include copies of sample letters to branch presidents, application forms, vita forms, job descriptions for all elected offices, letters to candidates, list of past and present committee

members and a list of past candidates (successful and unsuccessful). The names and resumes of candidates should be given to the president with any recommendations from the committee about potential board appointments.

7. Coordinate the district caucuses through the district coordinators. It is recommended that the Chair prepare for distribution at the caucus a brochure that orients the group to the responsibilities of the nominating committee. Samples of such a brochure should be in the files.

Responsibilities and General Guidelines for the Nominating Committee

1. The committee will meet once (or confer together through a conference call or email.) All members must be present or notify the chair in advance so that the alternate can be present.
2. Committee members will maintain confidentiality regarding the committee deliberations.
3. Although elected by district, committee members should consider the state as a whole when discussing candidates. Their regional election is to provide knowledge of candidates rather than regional representation.
4. Geographic representation is only one of many considerations in the process of selecting candidates.
5. The quality of candidate endorsements should be a guide for making decisions rather than the quantity of endorsements received.
6. If a member of the nominating committee becomes a candidate, the chair will ask her to step down and have her alternate serve. If the chair becomes a candidate, she is to notify the president who will appoint a new chair with the approval of the executive board.
7. If there are an insufficient number of qualified candidates, the nominating chair is to contact each member of her committee individually to discuss the nominees as received so that problems may be identified and additional candidates are sought. This should be done as soon after the August 1 deadline as possible. The state president should be contacted following the discussion with the committee for informational purposes.
8. If a nominee withdraws before the election, the nominating chair is to contact the other candidates to see if they wish to be reconsidered and advise them that the committee has the privilege of going beyond the original nominees. The

nominating committee chair would arrange to reconvene the nominating committee for the purpose of choosing another nominee.

9. Nominating committee members will be reimbursed for their expenses at the prevailing rates. The chair will obtain vouchers from the Finance Officer to distribute to the committee. The voucher is to be completed and returned to the Finance Officer for payment.
10. The following timetable is to be followed in the nominating process:
1. The nominating process begins at convention in the district caucuses.
2. Following the convention, the chair will send a letter with application and vita forms to all branch presidents.
3. Nominations are due to the chair October1^st. Materials are prepared and sent to the Keystoner for the winter issue.
4. Endorsement forms and candidate information are to be sent to branch presidents by October 15^th. Endorsements are to be received between October 15^th and November 15^th. Candidates should not spend more than $ 100 on the solicitation of endorsements. Nominating committee members and alternates should be contacted by the candidates for business matters only.
5. Nominating committee usually meets on the third Saturday in November to select candidates or through a conference call on an agreed-upon-date in November.

Adopted 06/1982

Amended 01/1990, 01/1998, 07/2001

• Leader-on-Loan

The Pennsylvania State Leader-on-Loan program makes it possible for a state board member, a trainer or designated state leader to share expertise with branches throughout the state. Each branch is entitled to two visits a year by a member of the state Leader-on-Loan program. All board members having expertise in AAUW program areas may be included.

The Leader-on-Loan will be reimbursed by the state for travel expenses subject to approval by the program vice president. The branch is responsible for hospitality for the visitor, meal(s) and overnight accommodations, if necessary.

Purpose of Leader-on-Loan:

1. Opportunity for branch to utilize a state board member as:
1. A speaker or panel member at a branch meeting;
2. A resource person for a workshop or seminar in their area of expertise, perhaps for members of neighboring branches;
3. A resource person at a board or committee meeting while visiting branch.
2. Opportunity for state board member to assist branch in specific program areas.
3. Opportunity for state contact with a branch. Visitor can assess strengths and weaknesses of branch, offer help and report needs to state program and membership vice presidents. This information can be given to the district coordinator to become part of the branch profile.
4. Opportunity for branches to request trainers for leadership skill development.

How to Arrange for a Leader-on-Loan:

1. Branch contacts the leader-on-loan and arranges a date, time and format.
2. Branch submits a Leader-on-Loan request form to the Program Vice President. The form will be available on the AAUW – PA website.
3. Program vice president notifies branch of approval of request.
4. Program vice president notifies state finance officer of approval.
5. Evaluation forms are sent to program vice present by the branch and Leader-on-Loan

Amended 07/2001

The secretary will administer the use of the AAUW-PA traveling display. It was created for use by branches, districts or the state. It is to be used as a recruiting and information tool.

The display weights 60 lbs. and is 4’ high x 6.5’ wide. The cost for shipping and insurance is approximately $ 15 - $ 20 in an AAUW-PA provided shipping case.

Process for requesting use of the display:

1. All requests for use will be directed to the secretary.
2. In the event that two or more branches/districts request the use of the display on the same date, the first request received will be honored.
3. The state will pay for postage to the event. The requesting branch/district will ship and pay the postage to either return the display to the secretary or forward it to the next user branch or district.

The preferred method of shipment is United Parcel Service.

Adopted 07/2001

• AAUW – PA Website www.aauwpa.org

The state board has established this website to facilitate communication between AAUW-PA members and branches and to market the organization to prospective members.

The state website will link itself to the Association website, AAUW-PA branch websites and websites of like-minded organizations whose missions do not conflict with our public policy principles and priorities. It will be kept as current and relevant as possible.

The website will include the following:

• AAUW – PA Bylaws
• AAUW – PA Board Handbook
• State strategic plan
• State calendar
• Current two issues of the Keystoner
• Forms used regularly by members of AAUW – PA (convention registration, officer vitae forms, award or grant applications, Leader-on-Loan Form)
• Public Policy information
• Other AAUW information on membership, branch activities, award winning programs, and etc. maybe included.

Adopted 07/2001

• AAUW – PA Email Network

AAUW – PA has created an email network. It is administered by the public policy chair(s). It is intended for quick communication between the state and branch members. The use of name policy will apply. The following types of information will be disseminated through the network:

1. Association and state news
2. Public Policy alerts or issue information
3. Notification that the latest issue of the Keystoner has been posted to the website
4. Appropriate information from our coalition partners and Women’s Legislative Exchange

The following types of information will NOT be disseminated through the network:

1. Jokes, chain letters or junk mail
2. Campaign information of candidates for state or Association/EF/LAF offices
3. Personal messages or solicitations

When in doubt about sending something via the email network, consider AAUW’s mission of education and equity for women and girls.

Every attempt will be made to protect members’ privacy. Individual email addresses will not be available from the website. Informational requests from outside of AAUW – PA that are received by the website will be forwarded to the appropriate member with the requester’s email address. In no case will the member’s email address be given to the requester. The list of email addresses for AAUW – PA will not be sold.

Adopted 07/2001

Matters of National Scope

• The policies and program of the Association shall be binding on members, branches and state. No member, branch or state shall use the name of the Association to oppose such policies or program. Established channels may be used to change a policy or program.
• The freedom of speech of the individual member to speak a personal opinion in the member’s own name is not abridged.
• Reference to membership in the Association by an individual shall be interpreted as use of name in application of Section 1 of the Association Charter and Bylaws.
• On any national matter on which the Association has no policy, the only action that may be taken by a member, branch or state in the name of the Association is to use the established channels to effect the formulation of policy.
• Violation of the use of the Association’s name by the state shall result in its loss of recognition.

Matters of State Scope

• The policies and program of the state on matters of statewide importance shall be binding on all members and branches. No member or branch shall use the name of the AAUW - PA to oppose such policies and program. No action in the name of the state shall be taken on any statewide issue on which the state has no policy.

• The freedom of speech of the individual member to speak a personal opinion in the member’s own name is not abridged.

Interpretation of Legislative Policies

• The public policy chair(s), public policy committee and the district coordinators in consultation with the president shall determine whether any particular matter is one in which the state has a public policy and whether any particular action is in accord with state policies and principles. The public policy chair or president may request that the issue be referred to the state board of directors for final determination.
• No action in the name of the Association will be taken on any matter until such determination has been made. In this situation, the public policy chair(s) will discuss the issue with Association’s Public Policy Department.

Testifying

• Members testifying in the name of AAUW - PA will clear their statements with the public policy chair(s). The public policy chair(s) will send copies of the testimony to branch presidents and post it on the website.

Adopted 06/1982

Amended 01/1990, 01/1998, 07/2001

AAUW recognizes that there is value in working in coalition with other groups. Coalition building is one of the methods of effecting change. Three general areas of cooperation are networks, collaborations and coalitions. Each varies in intensity, focus, commitment and structure. The commonality is that they are ways of bringing people and organizations together for a shared purpose.

The AAUW - PA encourages the participation of AAUW branches in networks, collaborations or coalitions when the purpose of such cooperative activity is consistent with the public policy principles and priorities, resolutions and policies of the Association and state and not in violation of the bylaws.

Network: Communication links between people or organizations for the exchange of resources, assistance and information. Some thread of commonality holds the network together and brings about commitment to participate and establish a linkage. Networks are usually not designated to take official action but rather to serve as a communication line.

Collaboration: Coming together to achieve a broad goal over an extended period of time. Includes any of four purposes or a combination: needs assessment, planning, advocacy or delivering a service, program or conference. The degree of commitment is greater than network. Depth of effort will depend on purpose and timetable.

Coalition: The basic purpose is to coordinate activities and maximize energies in support of a specific goal or issue that is consistent with the overall philosophies of participating organizations. A coalition is a temporary alliance, disbanded when goals have been accomplished.

Degrees of Cooperation:

• Recognition of a common concern or problem.
• Formal commitment to participate.
• Allocation of some organizational resources to work on goals.
• Participation in activity related to goals.
• Participation in shared decision-making process.

Guidelines for Interorganizational Cooperation

• Is there a clearly definable goal?
• Are the methods for goal attainment clearly stated?
• Is there an agreed-upon time schedule?
• Is there a prior history of these groups working together?
• Who is the best representative from the branch, with time and deep commitment who is willing to take advice and direction?
• How will decisions be made? How will AAUW’s name be used?

Adopted 06/1982

Amended 01/1990, 01/1998, 07/2001

In May 1982, the AAUW - PA Board of Directors entered into an agreement with the Pennsylvania Historical and Museum Commission to have all valuable records and materials transferred on loan to the Commission for deposit in the State Archives.

Ownership, as well as rights of publication, remains with AAUW - PA. However, the materials may be made available to members of AAUW and to other researchers, subject to the conditions for use established by the Commission for its own holdings.

The Secretary or another person designated by the president shall be the liaison between the state board and the Commission. Bi-annually, she will collect appropriate materials from state board members and transfer them to the Commission in Harrisburg.

Adopted 06/1982

Amended 01/1990, 01/1998, 07/2001

Any statement in this handbook may be amended by a simple majority of the board of directors provided they are given thirty (30) days notice prior to the vote on the proposed changes. If previous notification has not been given, a two-thirds vote of members attending the board meeting will be necessary for adoption.

All statements in this handbook are in conformity with the bylaws of the American Association of University Women - Pennsylvania.

Adopted 06/1982

Amended 01/1990, 01/1998, 07/2001