Branch Policies
AAUW Elmhurst Area Branch, NFP
August 2023
I. PURPOSE
The Statement of Branch Policies of AAUW Elmhurst Area Branch, NFP, is designed to:
A. Interpret the Bylaws of the Branch.
B. Serve as a guide for Board Leadership and Branch Programs.
C. Serve as a guide for general Interest Group procedures.
II. BRANCH MEETINGS/PROGRAM EVENTS
Branch program events take place monthly, September through May, on the first Wednesday of each month. During the Branch Meeting or Program Event, time may be allowed for speakers from other community groups to present their cases briefly if the purpose is educational and does not include solicitation for money or for giving a program.
III. MEETINGS AND PROGRAMS
Suggested Yearly Calendar:
September: Kick-Off / September Supper with preview of programs and activities of the coming year
October : Branch Program
November: Branch Program with Business Meeting to approve distribution of earnings from fundraiser(s)
December: Holiday Social Gathering
January: Branch Program
February: Branch Program
March: Branch Program
April: Branch Program with Annual Business Meeting
May: Dinner with Program
June-August: Fundraiser Event
IV. BRANCH INTEREST GROUPS AND ACTION PROJECTS
A. Individuals who are eligible for membership in the Branch may attend an Interest Group or Action Project prior to membership and shall be encouraged to join the Branch.
B. All Interest Group or Action Project expenses must be met by each individual group. Interest Groups/Action Projects may apply to the Program Committee and the Board for consideration of extraordinary expenses associated with a specific Branch or Community Project prior to incurring any expense.
V. MEMBERSHP DUES
Members are urged to pay dues by May 31 for the membership year which is typically July 1 to June 30. Members who joined after July 1, 2022 will renew annually on their join month. Any member who’s dues remain unpaid after August 1 shall not be included in the printed Branch Membership Yearbook/Directory, usually distributed at the September Dinner event, but will be immediately added to the online directory on the Branch website.
Membership Dues Amounts Effective April 1, 2024—
AAUW Elmhurst Area Branch, NFP
Membership Type
Regular Branch Member (Full Year Dues)—$101.00
AAUW National Dues—$72.00
AAUW Illinois Dues—$10.00
Elmhurst Area Branch—$19.00
Non-C/U Partner Student Member—$47.81
AAUW National Dues—$18.81
AAUW Illinois Dues—$10.00
Elmhurst Area Branch—$19.00
Shape the Future—$56.00
AAUW National Dues—$36.00
AAUW Illinois Dues—$10.00
Elmhurst Area Branch—$19.00
Life Member—$29.00
AAUW National Dues—Paid
AAUW Illinois Dues—$10.00
Elmhurst Area Branch—$19.00
50-Year Honorary Life Member—None
AAUW National Dues—None
AAUW Illinois Dues—None
Elmhurst Area Branch—None
VI. BOARD OF DIRECTORS
A. Elected Officers/Executive Committee
Elected Officers shall be: President, Program Vice-President(s), Membership Vice-President(s), Recording Secretary, Director of Finance, Director of Communications/Publicity, Director of AAUW Funds, Director of Bylaws and Policies, Director of Public Policy, and Director(s) of the Nominating Committee. It is recommended that nominees for the positions of President, Program Vice-President(s) and Membership Vice-President(s) be those who have served a previous term of office on the AAUW Board.
B. Appointed Officers
Appointed Officers shall be: Director–College/University Relations, Director– Diversity, Equity, and Inclusion, Editor–Newsletter, Editor–Faceook Page, Editor–Website, Editor–Yearbook/Directory.
C. Terms of Office
No person shall serve on the Board of Directors as an elected officer for more than six (6) consecutive years, except that the office of President may be filled without regard to previous years of consecutive service in any other office. Any AAUW-Illinois, Inc. Board Member who is also a member of this Branch shall be an ex-officio member of the AAUW Elmhurst Area Branch, NFP, Board of Directors.
D. Number of Votes Per Office or Position
If a Branch Member fills more than one office or position on the Board of Directors, that person will have only one vote.
VII. BRANCH STANDING COMMITTEES
A. AAUW Funds Committee
This Committee is composed of (1) Director of AAUW Funds, (2) Director of Finance, (3) Branch President, (4) Fundraiser Chair, (5) Director of Communications/Publicity, and (6) a former Director of AAUW Funds. The Committee shall meet by October 1 to decide on the disbursal of funds raised by fundraisers.
B. Bylaws and Policies Committee
1. This Committee is composed of (1) Director of Bylaws and Policies, (2) Branch President, and (3) at least one veteran Branch Member who has an understanding of the history, leadership, and administration of the Branch. This Committee is responsible for reviewing, revising, and updating Branch Bylaws and Policies biannually, or as needed, and submitting these revisions for approval by the Board of Directors as defined in Section XVII. REVISION of BRANCH POLICIES.
2. By August 1 of every year, the Director of the Bylaws & Policies Committee is responsible for submitting current copies of the Branch Bylaws & Policies to the Editor of the Yearbook/Directory for publication to members in the yearbook for the upcoming Program Year. The annual Yearbook/Directory is created in August and distributed to members in September as the Program Year begins. The new yearbook will include any revisions that have been made to the documents during the previous year. If there are no revisions, the Bylaws & Policies Chair will confirm that information with the Editor of the Yearbook/Directory by August 1.
C. Program Committee
This Committee is composed of (1) Branch Program Vice-Presidents, (2) Branch President, (3) Director of Publicity/Communications, (4) an Experienced Branch Member. The Program Vice-Presidents shall Co-Chair the Committee. This Committee is responsible for planning, choosing, scheduling, organizing, administering, and doing registration and publicity for the yearly schedule of Meetings and Programs as listed in the Suggested Calendar in Section III. MEETINGS and PROGRAMS and as outlined below:
1. Programs shall be based on advancing the AAUW Mission and Vision.
2. May: The Program Committee shall meet to discuss potential programs for the following year.
3. June-August: The Board of Directors shall review and approve the tentative Program Schedule.
4. August 1: A finalized list of Programs with Descriptive Information, in electronic format, shall be given to the Yearbook/Directory Editor, Newsletter Editor, Director of Communications/Publicity, and the Branch President.
5. Program Speakers other than AAUW members may be paid an agreed-upon fee or shall be offered an honorarium for presenting a Program. When an AAUW Member presents a Program, an Honorarium may be sent to AAUW National Funds in lieu of a personal fee.
D. Finance Committee
This Committee is composed of (1) the Director of Finance, (2) Branch President, (3) Program Vice-Presidents, (4) Membership Vice-President(s), and (5) Director of AAUW Funds. Responsibilities of the Finance Committee are as follows:
1. Before the March Board Meeting, the Director of Finance shall prepare a Draft Budget and convene the Finance Committee to review and consider the Draft Budget.
2. The Finance Committee shall present the Draft Budget to the Board of Directors for approval at the March Board Meeting. The approved Budget is published in the April Newsletter for review by the Branch Membership. Members vote to approve the Budget at the Biannual Business Meeting at the April Branch Meeting.
3. Any changes in the Branch Dues proposed by the Board of Directors shall be submitted for approval by the membership at the Annual Branch Meeting.
E. Nominating Committee
This Committee is composed of at least three members, including (1) the immediate Branch Past President(s) who are the Director(s) of the Committee, (2) the current Branch President(s), and (3) up to two additional appointed members. These additional members will be appointed by the current Branch President with the approval of the Board of Directors and should be active veteran Branch Members who have an understanding of the history, leadership, and administration of the Branch. The purpose of this committee is to facilitate the recruitment and nomination of qualified candidates for election or appointment to the Board. The Committee begins meeting in January to determine what offices/positions on the Board will be open and need candidates. They contact potential candidates and ask them to agree to stand for election or appointment to serve the Branch for a two-year term, or a one-year term if replacements are needed.
VIII. BRANCH SPECIAL COMMITTEE CHAIRS/INTEREST GROUPS
Branch Special Committee Chair(s) may include: Chair(s)–Book Discussion, Chair–Fundraiser(s), Chair–Half-the-Sky.
IX. ANNUAL REPORTS
A. The President shall be responsible for preparing and submitting reports requested by AAUW National, AAUW-Illinois, Inc., and the Elmhurst Area Branch Board of Directors.
B. All members of the Board of Directors, Appointed Officers, and Committee Chairs shall each prepare an Annual Report covering their activities from July 1 through June 30 of the previous Program Year.
C. Annual Reports are due to the Branch President by June 30. One copy of the Report shall be included in the file which is given to their successor in office, and a second copy is given to the Branch President. In addition, an electronic document copy shall be sent to the President and to the Website Editor.
D. The following Reports shall be sent to the Website Editor for storage in the Branch Online Document Repository: (1) Board Agendas, (2) Board Minutes, (3) Annual Branch Meeting Agendas, (4) Annual Branch Meeting Minutes, (5) Position Descriptions, (6) Annual Reports Summarizing Meeting Programs and Activities by Months.
X. FINANCES
A. Bank Account and Funds
The Branch has one Bank Account with two separate Funds:
1. General Operating Fund
Dues and undesignated contributions collected during the fiscal year shall be used to finance the current year’s expenditures to the extent possible. The minimum carryover in the General Operating Fund shall be one thousand dollars ($1,000). Operating expenses shall be financed by dues collected and may be supplemented by a money-making project approved by the Board. No unbudgeted expenditure in excess of five hundred dollars ($500) shall be incurred by the Branch unless approved by the Board of Directors.
2. Branch and National AAUW Funds
Donations to the National AAUW Fund are to be financed by money-making projects (e.g., Annual Used Book Sale or other fundraisers) and individual gifts. Fifty percent of the funds raised shall be contributed to the National AAUW Fund to promote the Mission of AAUW. This contribution may be designated as a Named Gift in honor of a Branch Member. In all fundraisers, including the Used Book Sale, the public must be informed as to how the money earned shall be disbursed. After expenses are paid and a donation is made to the National AAUW Fund the net proceeds from fundraiser(s) shall be used for local scholarships or branch projects designed to advance the Mission of AAUW. The disbursement of funds recommended by the Branch AAUW Funds Committee shall be presented to the Board. If approved by the Board, the recommendation is then presented to the members at the November Business Meeting for their approval.
B. Financial Reports
1. The Director of Finance shall prepare and present a Financial Report of both Funds at each Branch Board Meeting and each Branch Membership Meeting.
2. The Director of Finance shall prepare an annual Financial Statement for both Funds for the Fiscal Year July 1–June 30. The Annual Financial Statement shall be published in the September or October Newsletter.
3. The Director of Finance shall arrange for a Financial Review at the end of the two-year term of office. This Review shall be conducted by a financial professional or two Branch Members who have financial expertise.
4. The Director of Finance shall prepare Tax Forms, for all persons hired for the purpose of Branch fundraisers.
5. The Director of Finance shall file the annual not-for-profit tax forms for the Branch including the Annual Corporate Report, Federal 990N, and Illinois Charity Bureau Report.
6. The Director of Finance will send 501(c)3 Receipt Letters for donations as follows: As of October 2020, our Branch has been granted 501(c)3 not-for-profit status. As such, all donations made to our Branch are tax deductible. All gifts of $250 or more must be formally acknowledged. The Board has decided to acknowledge gifts of $50 or more by mailing or emailing a 501(c)3 Donation Receipt letter to anyone who has given a $50 or greater in total donations during the prior calendar year. These letters will be mailed by the end of the following January at the latest.
XI. BRANCH COMMUNICATIONS AND PUBLICITY
A. Branch Newsletter
1. Articles for the newsletter shall be presented to the Newsletter Editor according to deadlines established by the Editor. The newsletter shall be published at least nine (9) times a year (August/September through May). Newsletters shall be emailed to all members who have email addresses. The newsletter shall be mailed to those members without email and to those who request it.
2. To preserve member privacy on the internet, the newsletter Editor shall refrain from publishing members’ personal contact information without their consent.
3. The newsletter shall only report on or publicize AAUW related programs and activities and not those of other organizations to which individual members belong.
B. Branch Yearbook/Directory
1. The Yearbook/Directory Chair shall be responsible for the preparation and printing of the annual Yearbook/Directory supplied to all members (traditionally at the September Supper event). This includes the editing, organizing, updating, and compiling of all information included in the book as well as interfacing with other Branch members who may be responsible for supplying current and/or updated information such as Bylaws and Policies, Book Discussion List, Membership Dues Amounts.
2. The purpose of the Yearbook/Directory is to provide members with information about the AAUW Association, AAUW-Illinois, and the AAUW Elmhurst Area Branch. This includes a list of Branch members with contact information, some Branch History, Branch Policies, and AAUW Bylaws.
3. The use of personal member information printed in the Yearbook/Directory is prohibited for any use other than for AAUW purposes.
C. Publicity—Print and Online Media
1. The Director of Communications/Publicity shall be responsible for writing and submitting Branch publicity to the local print and online media.
2. All publicity for the media shall be submitted to the Director of Communications/Publicity or the President, prior to submission and/or publication.
D. Branch Website
1. The Branch Website Editor shall maintain the site in consultation with the President. Other Branch members may be appointed to assist in maintaining the website.
2. The purpose of the website is to provide information to the public about the Branch and its activities, to attract new members, and to serve as a secure (password protected) repository for Branch documents such as the Annual Membership Yearbook/Directory, Bylaws and Policies, Newsletters, and other Board Records.
3. Personal contact information of members shall not be published on the public portion of the website.
E. Branch Facebook Page
1. The Branch Facebook Page Editor shall maintain the Branch Facebook page in consultation with the President. Other Branch members may be appointed to assist in maintaining the Facebook page.
2. The purpose of the Branch Facebook page is to increase the visibility of the Branch and to inform members of Branch activities and AAUW issues.
3. Personal contact information of members shall not be published on social media.
F. Email
1. Ongoing branch informational messages and reminders shall be sent via email. If a member does not have email, that member shall arrange with a member who receives email to access this information.
2. When an email is sent out to the entire membership, the sender’s name shall appear in the “To” window and member names shall in the “BCC” (Blind Carbon Copy) window in order to protect the privacy of member email addresses. The “Subject” window shall give information as to the purpose of the email message. “AAUW” shall always be included in the Subject Line.
G. Post Office Box
The Branch shall maintain a Post Office Box as a permanent address for the Branch.
XII. HIRING
Any hiring or engagement of outside services shall require Board approval.
XIII. SUPPORT OR OPPOSITION OF CONTROVERSIAL ISSUES
The Elmhurst Area Branch, NFP, may support controversial issues provided that both sides of the issue have been thoroughly studied and that the stand which the Branch takes reflects the thinking of the majority of all Branch members not just that of the Board nor those members present at any one Branch Meeting. Any position taken must be in conformity with National AAUW and AAUW-Illinois policy. Methods of informing members and of obtaining membership opinions may include (1) newsletter, (2) automated phone call, (3) Branch meeting, or (4) email. Each member’s vote on the controversial issue shall be obtained by a written ballot at a Branch meeting which shall be counted by a Committee of three members appointed by the Branch President.
XIV. SUPPORT OF CANDIDATES FOR PUBLIC OFFICE
AAUW Elmhurst Area Branch, NFP, shall not endorse any candidates for public office. However, AAUW members are encouraged to participate, as individuals, in any campaign that advances the Mission of AAUW.
XV. CONTRIBUTIONS
Financial contributions from the general operating fund to other organizations or AAUW projects are to be limited to those that are consistent with the Mission and Policies of AAUW and regulations governing 501(c)(3) corporations, and must be approved by the Board.
XVI. GESTURES OF SYMPATHY
The death of a member shall be recognized by a donation of fifty dollars ($50.00) from the General Operating Fund to the National AAUW Funds in the name of the deceased with a Note of Condolence sent to the family.
XVII. REVISION OF BRANCH POLICIES
The Policies of the Elmhurst Area Branch, NFP, shall be reviewed biannually, or as needed, by the Bylaws and Policies Committee. Biannual revisions to the document shall be approved by a majority vote of the Board and copies of the current policies shall be provided for each member in the Yearbook/Directory. All revisions, including minor revisions made to individual sections of the Branch Policies during the two years between the biannual Review of the entire document that are approved by the Board, shall be published for the membership in the newsletter immediately following that approval.
Revised 2023
Bylaws & Policies Committee: Perry Doubt, Carolyn Heiney, Moira Murray (Branch President), Patricia O’Dwyer (Committee Chair)