Standing Rules

Standing Rules

GENERAL DUTIES

OFFICERS AND CHAIRPERSONS

Following are the duties which are the responsibility of every officer and chairperson. For duties specific to your office see the specific description of your office or chairperson responsibilities elsewhere in this Manual.

Files: All files should be in the officer’s/chairperson’s hands no later than two weeks following the Annual Transition Meeting. Should you not receive your files from your predecessor by that time, please advise the President so that arrangements can be made to secure the files. REVIEW the files in depth to familiarize yourself with your duties.

Bylaws: Familiarize yourself with the Bylaws, particularly those that pertain to your office or committee.

Expenses: Review the current budget for your office/committee. You may submit claims for reasonable pre-approved postage expenses, as well as for supplies, and for specific items necessary to your particular office/committee. Expense claims for approved budget items may be sent to the Treasurer with receipts attached. Expense items not in the approved budget should be submitted prior to expenditure for approval. A final statement should be submitted prior to the end of your term.

Correspondence: Send a copy of all correspondence to the President. Determine from your files and outline duties those other persons who should receive copies of your correspondence.

Stationary: SWIB stationary is available by email from the secretary and on the member’s only section of the SWIB website.

Meetings: Attend all board meetings and membership meetings, and as many SWIB sponsored activities as possible. Bring with you bylaws, minutes of the prior meeting, and a copy of any report you need to give.

Reports: Be prepared to give an oral or written report to the membership if requested to do so by the President.

Budget: Submit a proposed budget for your committee or office for the next year by November 30 each year (or by date requested by Treasurer). Participate in preparing budget for current year.

Deadlines: Observe all deadlines where appropriate. Be mindful of any deadlines set by the President for duties of each office, or any which should be self-imposed for the timely completion of duties prior to all meetings.

Standing Rules:  Recommendations for changes to the Standing Rules should be submitted in writing to the President and Vice President one month prior to the next year’s planning meeting so the matter can be placed on the agenda.

File Transfer: Transfer of files to your successor at the end of your term, at the time of the outgoing/incoming transition board meeting. Before transfer, purge the files of outdated material (7 years), discarding any reports, correspondence or other matters which are determined as no longer necessary for the functioning of the office. Make an inventory of supplies for your successor and place this manual on top of the file. Files are to be transferred to incoming officers at the transition meeting in December of each year.

Officers: The officers of SWIB shall be elected at the annual meeting of the Organization in November of each year. Officers shall take office on January 1 and shall serve for a term of one year or until their successors are elected and qualified.

  • PresidentFall Mingle Event Chair
  • Vice PresidentSpring Fling Event Chair
  • Treasurer Newsletter Editor
  • Secretary Webmaster
  • Publicity Chair Membership Chair
  • Immediate Past President

The board may appoint such other officers from time to time as are necessary to conduct the business of SWIB.

The president shall receive copies of all important correspondence and of all reports submitted by the officers and committee chairperson.

The duties of each officer are set forth on the following pages.

President

Objectives: The President shall preside at all membership and board meetings of this Organization and shall administer the affairs of this Organization impartially and impersonally. The presidency is a position of leadership and the duties of the President shall be discharged with consideration and respect for fellow members.

Duties:

Preside at all meetings of this Organization.

Serve as ex-officio member of all committees. Monitor duties and deadlines of all committees to assure completion in a timely manner.

Appoint such officers as may be necessary to carry on the business of this corporation, and appoint the chairperson of all committees.

In the event of a tie vote on any matters pending before the President may cast the deciding vote.

Shall, by accepting this office, accept many responsibilities and duties involved in the leadership of this Organization, including the directing of officers and committee chairperson. Stress benevolence and good will in giving of herself and in the understanding of others with kind tolerance.

Maintain files for each committee and pass said files to successor.

Appoint an audit committee by December 31 each year (consisting of the incoming treasurer, one board member and one general member in addition to outgoing treasurer.) The outgoing Treasurer shall be present to answer questions. [See Audit Committee duties.]

Schedule and hold an officer transition meeting within one month of the installation of officers and prior to the January membership meeting.

Write a President’s Message for each issue of the newsletter and submit to the newsletter editor.

VICE PRESIDENT/PROGRAM CHAIRPERSON

Objectives: The Vice President shall assume the duties of the President in that officer’s absence. Observe the workings of the Organization and all committees in preparation for being elected President in the future.

Duties:

  • Serve as Program Chair and the Christmas Social Chair.
  • Serve on the scholarship committee in order to prepare for chair in two years.
  • Promote good will and act as the official hostess of the Organization.
  • Maintain files in each area which is pertinent to the functioning of the office of Vice President.
  • Generally, be available to assist the President when directed.

PROGRAMS

Objectives: To provide programs to further the knowledge of members and assist them in their business ventures.

Duties:

1. Maintain frequent contact with the President to confirm that all arrangements for the speaker are progressing smoothly.

2. Introduce speaker, having necessary biographical material available and provide bio to newsletter editor in a timely fashion.

3. As soon as possible contact potential speakers. Some suggestions for speakers can be obtained by contacting Skagit Valley College Business Resource Center or Western Washington University Community Guide to Speakers (360) 650-3350 news@wwu.edu.

4. No payment of any kind to speakers is to be agreed upon unless first approved by the Board.

5. Make initial contact, either by email or telephone to insure complete understanding of what is expected. After contact is made follow up as soon as possible setting out requirements. Send confirmation email or telephone stating:

  1. a. Date of meeting and the time speaker will appear on program
  2. b. Approximate length of time speaker is expected to talk (20 minutes unless previously discussed with the President).
  3. c. Place of meeting
  4. d. Invitation to breakfast; at our expense
  5. e. Request that handout material be furnished if applicable.
  6. f. Request for the following:
    1. (i) List of any special equipment needed (i.e., easel, overhead projector, computer, etc)
    2. (ii) Biographical sketch for use in introduction of speaker
    3. (iii) Confirmation of speaker’s acceptance of invitation to speak

6. Arrange for equipment requested by speaker with prior approval of the board.

7. Write reminder email and/or phone call approximately two weeks prior to meeting to confirm date, place and time of appearance.

8. Always introduce self to speaker and sit with speaker during breakfast. Thank them personally for their cooperation.

9. Write thank-you letters/emails to speakers immediately following meeting.

TREASURER

To accept and pay out funds of this organization; to keep all financial records of all transactions in an ethical and professional manner; to investigate and advise the board of the best interest rates available.

Duties:

Receive annual dues from the membership and all other sources of income.

Promptly deposit in the bank all dues received from members, as well as any other payments received. Retain records of deposits by using duplicate copies in the deposit book together with bank’s receipts for each deposit.

Maintain detailed account of receipts and disbursements in Quickbooks and keep copies in Treasurer’s record book. Treasurer has sole authority to pay bills on behalf of SWIB in accordance with the annual budget. Retain copies of all bills sent for reimbursement.

Prepare profit and loss statement and budget vs. actual reports each month. Disburse a copy of these statements to board members each month.

Budgeted items may be paid as bills are submitted. Be aware of the budgeted amount for expenses and notify the board when it appears expenses in a category may exceed the budgeted amount.

Work with Membership Chairperson to send reminder to members when dues are due.

Signed signature cards should be prepared by the outgoing Treasurer in time for the new Treasurer to have them at the joint meeting of the incoming and outgoing board.

Balance the checkbook with the bank statement each month and the savings and/or CD account with the quarterly statement received from the bank.

The Treasurer shall serve as Registered Agent of our non-profit 501 (c) 6 status for the duration of her service on the Board. She will be responsible for completing our annual corporate registration and for paying appropriate fees by the deadlines. When the form to be completed concerning identification of the Registered Agent is received in the year following the named agent’s last year on the Board, she shall return it with the proper information as to the new Registered Agent.

Budget: The Treasurer shall draft the budget from figures received from each board member and prepare a proposed budget to present to the Board of Directors at the Annual Transition Meeting and present to the general membership at the Januarymeeting.

SECRETARY

Objectives: To transcribe accurately and timely distribute all minutes of the Organization’s meetings. To prepare correspondence as necessary; and to keep all Secretary’s files in an orderly manner.

Duties:

Write and transcribe minutes of all board and special meetings and distribute to all board members within two weeks of meeting.

Deadlines:

Two weeks after any meeting, send draft of minutes to Board along with recap.

MEMBERSHIP CHAIRPERSON

To maintain a current roster of all paid members and report to the board each month on updates.

Duties:

To follow up with all potential members and provide them with membership applications. To accept all applications and inform the President, Treasurer, Newsletter Editor and Webmaster of all received and paid applications for this organization. Send an updated membership via email to all board members each month.

Promptly give all dues received from members to the treasurer.

Send reminders to members when dues are due.

NEWSLETTER EDITOR

Objectives: To publish a newsletter twelve times each year. The editor is responsible for compiling information and articles from officers, committee chairperson, and members. The Editor shall supervise the publication, have the Vice President preview and distribute via email of each issue of the newsletter to the membership, advertisers, officers, committee chairperson, anyone else deemed by the editor and the Board to be appropriate. The Editor may appoint a committee or co-editor if desired.

Duties:

1. Use initiative and discretion in the layout of the newsletter. A listing of the required and suggested contents for each issue is described below.

2. Set the deadlines for each issue; announce the date at each meeting; and place it in the schedule of events column of each issue.

Contents Each Month

Calendar of Events

President’s Message

Committee Reports as appropriate

Meeting announcement

Kudos

Featured members/Spotlights

New Members

Birthdays

2 Buck Clucks

3. Manage email communication to those on the current membership list roster and non-member extended email list.

WEBMASTER

Objectives: To maintain the SWIB website with current information. The webmaster is responsible for updating the site with information received from, committee chairpersons, membership chair and members.

Duties:

1. Use initiative and discretion in the layout of the site. A listing of the required and suggested content is described below.

Contents

Calendar of Events

Newsletter Link

Committee Reports as appropriate

Meeting announcement

New Members

List of Officers

Business cards of members rotating

Membership Application

Current Scholarship Application & Scholarship Requirements

PUBLICITY CHAIRPERSON

Objectives: To make the business community/local area aware of Skagit Women in Business. 

Duties:

    1. 1. Build a good working relationship with other business and professional organizations.
    1. 2. Maintain good public relations with the local newspapers in order to gain the best possible coverage for SWIB. Build a publicity list which should include:

(a) Names, email and addresses of local newspapers; business publications in the area.

(b) Names, email and addresses of local radio stations which carry public service announcements.

    1. 3. Keep publicity lists current, including contact persons, telephone numbers, format information and deadline dates for submitting releases.
    1. 4. Maintain personal contact with all the contact persons.
    1. 5. Prepare new release monthly to all listed newspapers, magazines and radio stations announcing the monthly meeting and all organization events. Be sure these are sent in a timely manner.

SCHOLARSHIP CHAIRPERSON (IMMEDIATE PAST PRESIDENT)

Objectives: To distribute and receive applications for the award of one or more scholarships each year to a student or students who show a need for a scholarship and who are pursuing a career and have had a break in their education.

Duties:

1. Prepare rules and regulations and applications and distribute to local colleges. Rules and regulations should contain:

  • • Deadline date (near April 1)
  • • Scholarship Chairperson name and address for return of applications
  • • General information as shown on previous year’s application form.

2. Choose committee of a minimum of three committee members to select recipients from scholarship applications received. The committee should be comprised of scholarship chair, president, and one committee member. The Scholarship Chairperson may serve as third member. However, if any member is acquainted with any of the applicants, someone else should be requested to serve on the selection committee.

3. When recipients have been selected, contact and invite them to the Spring Fling to accept the award. Inform recipients they will be the SWIB’s guests at the Spring Fling. However, if the recipients choose to bring a guest, notify winner of the cost of the event for their guests.

4. Obtain photograph of recipients for publicity purposes.

5. Notify Treasurer of name of recipient and school of recipient’s choice so that check can be made payable to school (never directly to recipient).

6. Obtain and complete a certificate for presentation to the recipients at the Spring Fling.

7. Present award to recipient the night of the event.

8. Consolation letters should be sent to all applicants that are not selected. Congratulations letters including amount awarded should be sent to all recipients.

COMMITTEES

Whenever deemed advisable, each committee should consist of more than just a chairperson. The chairperson shall be permitted to select her own committee members.

All projects to be carried out shall have the approval of the SWIB Board of Directors. The President is an ex-officio member of all committees, and should be kept fully informed of the activities of all committees. She should receive copies of all important correspondence and copies of all reports submitted by the committee chairperson.

The standing committees are:

Spring Fling

Fall MingleScholarship

Christmas Social

Audit

Nominations

Special committees may be appointed by the President whenever deemed advisable, subject to approval of the Board. Duties of each current committee are set out on the following pages.

AUDIT COMMITTEE

Objectives: To review the records of the Organization’s Treasurer and report to the membership on the condition of the books and finances of the Organization. The outgoing Treasurer shall attend the audit committee meeting to answer any questions the committee may have. Committee made up of Treasurer-elect, 1 board member & 1 general member, according to by-laws.

Duties:

1. Call a meeting of Audit Committee during January to enable completion by January 31st.

2. Procedures:

a. Randomly select two bank statements from current year and reconcile.

b. Randomly check two or more expense sheets to determine that all monies were taken from proper account and properly documented.

c. Randomly check at least two deposits in the same manner.

d. Determine that all additions to budget (voted on at meetings after budget has been approved) are allocated to proper designated accounts.

3. Supply the Audit Committee with all cancelled checks, bank statements, appropriate deposit slips with receipts, together with balanced ledger sheets for the fiscal year.

4. Report to the board at February meeting on findings of the committee, making any recommendations necessary.

Deadlines: Audit completed by January 31 each year.

NOMINATIONS AND ELECTIONS

OBJECTIVES: Provide for nomination and election of officers. Chair of this committee is appointed by the President.

Duties:

1. Provide nomination forms for each member regarding call for nominations for SWIB offices. All officers to be elected at annual meeting in November.

2. Submit candidates to the board for approval.

3. Prepare slate of officers and brief duty description. Submit these to the newsletter Editor for publication.

4. At the November membership meeting assist President with election of officers. Move that Secretary be instructed to destroy ballots after voting is completed.

Deadlines:

Call for nominations to members at September meeting.

Slate of officers to Newsletter Editor for Publication in November

newsletter.

SPRING FLING EVENT CHAIRPERSON(S)

Objectives. To provide a festive atmosphere for our members and guests to enjoy each other, and to introduce our scholarship recipients to the community. The Spring Fling I usually held in May.

Duties:

1. The Spring Fling Committee consists of the Chairperson and members as may be necessary, all of whom assist in the planning and execution of the event.

2. Maintain frequent contact with the President to confirm that all arrangements are progressing smoothly.

3. Arrange for the location of the event and obtain a contract for approval of the board. Make sure table and chair set up is discussed per your plans. Secure sound system and arrange for coat racks for the event.

4. Arrange the program for the event. No payment of any kind to speakers is to be agreed upon unless first approved by the Board.

5. Arrange for catering and beverage service for the event and determine ticket price.

6. Provide the board and Publicity Chair with the following information in a timely fashion:

a. Date of event

b. Place of event

c. Promotional material for SWIB members

7. Develop volunteer list of duties for day of event.

8. Choose an emcee for the event and provide them with a detailed outline of the evening. Typically the standing President of SWIB.

9. Conduct any raffles to be held at event.

10. Arrange for staffing at registration and cash out table at exit. Typically the Treasurer and Membership Chairs of SWIB.

12. Arrange for decorations for the event.

13. Publicity/Printed material for the Spring Fling should include:

a. Invitations/Flyers

b. Tickets

c. Newsletter announcements

d. Press releases – by the Publicity Chair

e. Email notification to all members and extended list.

FALL MINGLE EVENT CHAIRPERSON(S)

Objectives. To provide a festive atmosphere for our members and guests to enjoy each other, while raising funds to support our scholarships. Usually held in September or October.

Duties:

1. The Fall Mingle Committee consists of the Chairperson and members as may be necessary, all of whom assist in the planning and execution of the event.

2. Maintain frequent contact with the President to confirm that all arrangements are progressing smoothly.

3. Arrange for the location of the event and obtain a contract for approval of the board. Make sure table and chair set up is discussed per your plans. Secure sound system and arrange for coat racks for the event.

4. Arrange for a speaker and/or entertainment. Request the following from the speaker/entertainer:

(i) List of any special equipment needed (i.e., easel, overhead projector, VCR, etc.)

(ii) Biographical sketch for use in introduction of speaker;

(iii) Signed contract if necessary

5. Arrange for catering and beverage service for the event and determine ticket price with committee approval.

6. Provide the board and Publicity Chair with the following information in a timely fashion:

a. Date of event

b. Place of event

c. Promotional material for SWIB members

7. Develop volunteer list of duties for day of event.

8. Create procurement forms for SWIB members to obtain auction items. Request each member secure at least two items.

9. Have bid sheets produced for the silent auction.

10. Choose an emcee for the event and provide them with a detailed outline of the evening.

11. Oversee any raffles, silent auction, and dessert dash and bar to be held at event.

12. Arrange for staffing at registration and cash out table at exit.

13. Arrange for decorations for the event.

14. Publicity/Printed material for the Fall Mingle should include:

a. Invitations/Flyers

b. Tickets

c. Posters

d. Press releases – by the Publicity Chair

e. Newletter notifications

f. Reader Boards

g. Event Program for guests including auction items and outline

h. Email notifications to all SWIB members and extended list.

15. Create thank you letter for all donors and non-member attendees.