Shaker Heights League of Women Voters

RESPONSIBILITIES OF LWV-SH BOARD MEMBERS

1.CABINET MEETINGS

A. Optional attendance, but open to all members.

B. Date, time & place will be available in the annual calendar.

C. Cabinet meets to monitor projects of the organization, create agendas for the board meetings, brainstorm solutions to current problems, conduct routine administrative business, and any other business delegated to it by the full board.

2. AGENDA

A. board members should get to the president, in writing, all information the board should have in advance of the regular board meeting (e.g. motions that need prior thought, background information on issues, etc.).

B.Anyone wishing to be on the agenda needs to let the president(s) know by the cabinet meeting date when possible.  For important issues that arise after the cabinet meeting, please send an email to the president(s).

C.Agenda and minutes will be mailed to each board member a week in advance of the regular board meeting whenever possible.  Please read everything carefully and come to the board meeting prepared.

3. BOARD MEETINGS

A.The authority for total League operation rests with the whole board. The board members choose the plans of operation, interpret member thinking, make decisions about consensus, determine positions, and select specific steps of action to be taken.

B. Since only one board meeting a month is planned, all board members are required to attend each meeting. Please inform the president(s) or secretary of any anticipated absence.

C.Date, time and place of the board meetings are announced in the agenda and the annual calendar.

4. NEWSLETTER

A.The deadline for newsletter articles is the board meeting. It is especially important for observers to meet this deadline.

B.Any member can submit an article for consideration for the newsletter. Articles should be emailed to the editor in Word format (Times New Roman 12 pt) and should include the author’s name and phone number.

5. MEMBERSHIP PARTICIPATION

A. All board members are responsible for new member participation. Members are encouraged to invite new or prospective members to go with them to League events, introduce them to other League members and make them feel welcome.

B. Board members are expected to attend forums and League-sponsored events.

C. Board members are urged to join a committee or study group, and assist with voter registration drives.

6. FORUMS

A. Forums are the meetings at which formal presentations are made to all members and guests. The subject matter of forums may be the results of a study committee, planning for local, state, or national program, or updates on program items.

B. Board members are expected to attend the forums.

7. OTHER MEETINGS

A. There are general membership meetings each year which board members are strongly encouraged to attend.  They are the New Members Reception, the reception for elected officials, and the Annual meeting held between May I-June 1.

B. Some administrative work is done through the creation of ad hoc committees. These will vary with each year’s needs. Examples of these committees are bylaw review committee and economic development committee. Board members may be asked to attend these meetings and make recommendations to the board. Ad hoc committees disband upon completion of their task.

C. Board members may be chosen to be delegates to conventions.  Delegates are apportioned according to membership and are selected by the president (s) with the advice of the board.

1. National Convention is held every two years, in June of even-numbered years. National officers, budget and program are adopted at these conventions for the ensuing two years.

2.State Convention is held every two years, in May of odd-numbered years. State officers, budget and program are adopted at these conventions for the ensuing two years.

8. OBSERVERS

A. The president(s) should be notified of all committee meetings.

B. If observing or monitoring a public body is a part of your job description, it is important that every meeting is covered.

1. If no one can attend the meeting, notify the Observer Chair.

2. Let the president(s) know if her attendance at the meeting is important.

C. Only the president(s) or an officially designated representative of the League shall write letters for the League or make statements for the League in public and must receive prior approval from the president(s) and/or board.

D. Observers and chairpersons shall keep a portfolio of all matters relating to their job to be passed on to the succeeding chairperson. Included in this file should be a list of recommendations to the new chair. A copy of these recommendations should be sent to the president (s).

9. RECEIPTS AND BILLS

A.Give all receipts and bills to the treasurer. Include information about the use of funds so that she can accurately record it.

B.Any non-routine items must be approved by the board.

10. NATIONAL AND STATE PUBLICATIONS

A.National and State board reports and Action Alerts are sent to the president (s) and any member who would like to receive them by email.  .

B.Memos, letters, testimony, newsletters, news releases, and miscellaneous materials sent to the president(s) will be forwarded to the board members interested and, when appropriate, posted on the wesite.

LWV OF SHAKER HEIGHTS

I.  Board Organization

A.        Immediately following the Annual Meeting, the Elected Directors and Officers (except the Treasurer(s) shall accept their positions and responsibilities.  The Treasurer(s) shall accept the portfolio after an audit at the end of the fiscal year.  As soon as possible, the President(s) shall recommend appointed directors based on the needs of the forthcoming year.  The Elected Directors and Officers must approve all such appointments.

B.        The handbooks for local Leagues, IN LEAGUE and IN LEAGUE IN OHIO, LWV-SH Bylaws, LWV-SH Policies and Procedures and Responsibilities of LWV-SH Board Members shall be reviewed at the beginning of each League Year by the full Board to insure complete understanding and adequate Board planning.  The non-partisanship policy should be reviewed at the same time.

C. Each outgoing Officer and Director shall continue to be responsible until their successor is well informed.  Responsibility for meetings shall not change before June 1 unless all duties for that year have been completed.  Each Officer and Director shall promptly turn over to her/his successor all League files and publications purchased by the League.

D. The elected officers of the LWV-SH constitute an executive committee (the Cabinet).  The Cabinet shall meet regularly, as needed, to monitor projects of the organization, create agendas for the Board meetings, brainstorm solutions to current problems, conduct routine administrative business, and any other business delegated to it by the full Board.  Cabinet meetings shall be open to all current members, publicized in advance on the annual calendar and by email. Minutes reflecting any actions taken shall be provided to the full Board and be available to all members of the LWV-SH.

E.   Time-sensitive information such as, but not limited to, activities involving coordination with other LWV local chapters, voter service opportunities, or advocacy opportunities may be disseminated via email.  If in the opinion of the President(s) it is not possible or desirable to wait for the next meeting of the Board an email vote may take place. In this case, all Board members shall receive information and be able to ask questions and make comments via email.  The President(s) shall make copies of all responses available at the next Board meeting.   An attempt to contact any Board member not responding to an email vote shall be made by telephone before a final tally.

II. Political Activity

A. Board Members may not:

1.  run for public office during their term as Board members of LWV-SH,

2.  identify themselves as LWV-SH members when supporting any                                                 political candidate but may work on candidate campaigns provided they                                                are not in violation of Sec. B.

3.  circulate petitions against or visibly work in opposition to an issue on which                              the LWV-SH, OH or US has endorsed.

B.        Officers: The President(s), Voter Service Chair, the Candidates Night Chair and any other Board position deemed “sensitive” in light of the League’s non-partisanship policy, shall not publicly support or work for any political candidate. (Examples of “sensitivity” include the Education Chair with respect to mayoral and City Council elections.  It does not necessarily preclude a City Council observer from working on a school board campaign.

C.        All Board members and Officers, with the exception of the Voter Service Chair and the Candidates Night Chair, are free to remain neutral or actively support and work for issues that the LWV-SH, LWV-OH, or LWV-US has endorsed.

D.        Considerations in the selection of the Moderator of the Candidates Night should include political neutrality.  The prospective moderator should be asked to notify the Candidates Night Chair if she/he does become prominent in support of or in opposition to a candidate or group of candidates.

E    Candidates for office may not actively serve on League committees directly related to the office.

F.  Additional questions of sensitivity not specifically covered above may be reviewed and determined on an individual basis by the Board at the request of any member of LWV-SH.

III.  Public Relations

A.  Only the President(s) or a representative of the LWV-SH designated by the President (s) shall write letters for the League or make statements for the League in public meetings.

B.  Copies of all official League statements shall be in the President’s file.

C.  It is advisable for Observers to have a copy of the League’s positions with them when observing.  Observers may read the League’s position if requested and may only ask questions for clarification.

D.  When a public official is interviewed a minimum of two League members should participate in the interview.

E.   An elected or appointed public official or an employee of a public body may not serve as the Chairperson of a public meeting of the League.

F.   Any list generated by the League of Women Voters of Shaker Heights or any of its members for League business may not be used for any other purpose.

IV.  Membership

A.  A member who joins after March 31^st shall be considered in good standing until September of the following calendar year, but a reinstated member shall be billed again the following September.

B.  New or reinstated members shall not be listed as such until a check is received by the Membership Chair who notifies the Treasurer, the person responsible for distributing the newsletter, the Recording Secretary, and the President(s).

V.  Consensus Meetings

A.  At consensus meetings, only Shaker League members may participate in consensus discussion, except when a joint consensus with another League is involved.  Guests may only ask questions for clarification.  A League member who is well prepared as to League standards regarding consensus should announce before consensus discussion the League’s policy on guest participation.

B.  Public officials and media representatives who are not League members may not attend consensus meetings.  When a presentation is deemed of sufficient interest, officials should be informed that the presentation may be made to them at another time.

VI.  Speakers

The Board shall approve speakers at League membership meetings.  No fee is paid to a speaker and no honorarium is given to a speaker without approval of the Board.  Approval can be in the form of a slate of possibilities for a planning group to further pursue, i.e., the Board may approve five possible speakers, and one will be selected and confirmed by the planners.

VII. Personal Conflict Disclosure

It shall be the practice of all Board and Cabinet members to disclose annually at the beginning of the League year, paid work, political involvement, appointed or elected participation on any governmental agency, board or commission, volunteer activities, and any other situation that may represent a conflict of interest or the possible appearance of a conflict of interest.  Additionally, any changes arising during the year shall be reported.  The disclosures shall be on record with the Recording Secretary and be available upon request to all members of the Board.

Adopted for use by the current LWV-SH Board

Reviewed and adopted May 2007