Detailed Job Descriptions for State Offices

President Elect

Vice President for Program

Vice President for Public Policy

Secretary

Vice President Educational Foundation

Vice President Legal Advocacy Fund

Vice President Membership

Nominating Committee

OFFICERS AND CHAIRS - General Information

1. General Duties
1. Each officer and chair shall be familiar with the Association Charter and  Bylaws and Minnesota Bylaws and Standing Rules and with the AAUW programs and policies.
2. Members of the board of directors shall become familiar with AAUW public policy and resolutions and work toward promoting and implementing both.
3. Members of the board shall attend all Minnesota state board meetings and the state convention and present reports when appropriate.  The schedule for the board meeting shall be arranged by the board at the first meeting of the fiscal year.
4. Board members shall clarify interpret, and implement the purposes and programs of the Association as established in the Association Charter and Bylaws.
5. Board members shall serve as liaison between Association and branches; stimulate branch involvement and implementation of program issues; assist branch leaders in developing programs locally; launch state-wide projects and develop continued communication among branches and the state (e.g., Partnerships and Lake Links); and serve as a consultant, travel visitor, and Lake Links contract to branches as appropriate.
6. Board members shall identify and develop new leadership potential at the branch level.
7. Board members shall plan and conduct appropriate workshops at convention, etc; represent AAUW on state coalitions; and serve on state task forces or special committees when requested and approved by the board.
8. All correspondence by board members shall be on letterhead  stationery and shall include copies to the state president and also to the Upper Midwest Regional Director when the content of the letter is relevant to regional or Association concerns.  Each board member is to give prompt attention to letters. All correspondence and reports shall be dated.
9. Information and materials shall be shared with all branches, as appropriate.  Copies of said correspondence shall be sent to the appropriate Association officer and state president to be circulated at regular board meetings.
10. Board members shall use the Minnesota Pine as the vehicle for reaching the statewide membership.
11. Board members shall be responsible for establishing a deadline date for soliciting information for annual state reports and advising branches of this date in their counterpart letters.
12. Board members responsible for presenting awards at the state convention, as established by the board of directors, shall notify branch counterparts or branch presidents in January of criteria and procedures (e.g., Progress in Equity, Membership, International Relations, Women As Agents of Change, Educational Foundation, Newsletter/Bulletin, etc).
13. An annual report shall be prepared by each officer and chair by March 15, or as directed by the convention program committee, for inclusion in the state convention booklet.  The final report of the historian, treasurer, and the finance chair shall be completed by July 15.

14. Files shall be kept up-to-date, but records of which there are no copies and which may be needed later by the historian shall not be destroyed.  Each file should include:

a. Up-to-date copy of the Association Charter and Bylaws

b.  Up-to-date copy of the Minnesota AAUW Bylaws and Standing Rules

c.  Copies of the convention booklets for the four previous years-each board member receives two copies of the convention booklets, a file copy and a personal copy

d.    Reports sent by branches to the state chairs for the previous four years

e.  Specific material such as copies of publications from Association chairs

f.    A current AAUW Minnesota Public Policy

g.    Minutes of the state board meetings from the preceding four years

15.  Materials should be sorted, as appropriate and presented by June 1 to the person responsible for maintaining and preserving the historical record of the AAUW Minnesota for placement in the state archives according to guidelines provided by that person or by the president.

16.  When a board member leaves the board, a personal meeting with the successor should be held to turn over the files by July 1 and no later than the July board meeting.  However, the treasurer and EF vice president must wait until after the audit.  Time may be allotted for this purpose at the state convention.

17.  In keeping with AAUW policy on release of names of members, any organization requesting the list must be reviewed by the state president, program vice president, and treasurer for approval.

18.  If any controversial matter in the state arises which affects or reflects on AAUW Minnesota in any way, board members must clear statements, letters or other communications with the state president prior to transmitting such communications.

19.  The Minnesota state board shall not vote to assign duties to an absent board member unless the consent to said duties has been obtained in advance.

20.  Each member of the state board shall have one vote at all meetings whether or not she/he holds more that one position.  

  President and President-Elect Duties
Bylaws. Article VIII.  Duties of Officers.  Section 1. Elected Officers.

A. The president shall preside at all meetings of the AAUW of Minnesota state convention, board of directors, and executive committee; shall appoint all persons to positions as prescribed in these bylaws; shall be, personally or by a designated substitute, the official representative of the state in the activities of the Association; shall be responsible for submitting reports and forms as required by the Association, and shall personally, or by a designated substitute, represent the state in all work with other organizations and at meetings and conferences.

 B. The president-elect shall work with the president, become acquainted with the functions of the AAUW of Minnesota, and may be asked by the president to carry out specific duties.

  Standing Rules. V. Officers and Chairs.  B. Specific Responsibilities.
 1. President
           a. Administration
(1) Be an ex officio member of all committees and task forces except the nominating committee.
(2) Appoint officers and chairs to fill the appointive positions listed in AAUW Minnesota Bylaws and Standing Rules.
(3) Acquaint the president-elect with the functions and mechanics of AAUW Minnesota.
(4) Appoint a committee of two to review the minutes of each meeting of the board of directors.
(5) Be responsible for the work of the administrative assistant in preparing and distributing the state directory and sending two copies of the state directory to the Association as soon as it is printed.
(6) Annually appoint the chair and two other members to serve on the audit committee. Every effort should be made to: include one former state finance chair, include one former state treasurer, and have the chair serve a two-year term. The committee shall audit the books of the treasurer and the books of the Educational Foundation Vice- President at the end of each fiscal year. The audit shall be completed by September 15 of each year.
(7) Be, when appropriate, one of the lobbyists for the state at the Minnesota legislature.
(8) Be the official spokesperson for AAUW Minnesota .If any controversial matter in the state arises which affects or reflects on AAUW Minnesota , board members must clear statements, letters, and other communications with the president prior to the transmitting of those communications.

b. Meetings, Workshops, and Conventions
(1) Be responsible for the direction and coordination of AAUW Minnesota state convention and workshops.
(2) With the approval of the board of directors, engage an experienced parliamentarian for the state convention.
(3) Appoint the chair of the convention standing rules committee, the chair and any additional members needed for the convention resolutions committee, and the chair and members of the minutes-condensing committee.
(4) Attend the Conference of State Presidents.
(5) Issue the call to state workshops, state convention, and any special state meeting.

c. Branches
(1) Following procedures specified in the Association Charter and Bylaws, assist a petitioning group desiring to form a branch.
(2) Notify a branch which appears to have forfeited the right to continue as a branch and request it to present its view in writing to the state board within a designated period of time or reasonable length.
(3) Invite branch presidents to at least one meeting of the board.

d. Association and Region
(1) File the names and addresses of incoming and continuing elected and appointed officers and chairs with the regional director and the Association no later than June 1.
(2) File an annual report with the regional director and with the executive director no later than June I.
(3) Be responsible for bringing the state bylaws into conformity with the Association bylaws after each Association convention.
(4) Be an official delegate from the state to the Association convention.
(5) Encourage members to submit vitae to the Upper Midwest Regional Director for appointment to Association committees.

e. Perform all other duties usually pertaining to the office of president.

 2. President-elect

a. Become acquainted with the functions of the state president and AAUW Minnesota.
b. Carry out such duties as are assigned by the state president and/or state board of directors.

  Make sure to also see General Responsibilities for board members.

 Vice President for Program
Standing Rules.  V. Officers and Chairs.  B. Specific Responsibilities.

  Vice President for Program

a. Assume the duties of the president in the president's absence or inability to serve.
b. Serve as chair of the program development committee; chair of the state convention program committee; and as a member of the finance, public policy, membership, and branch bulletin awards committees.
c. Be responsible for providing policy guidance for program direction in the program areas and issues of the Association and for continuing program concerns of the state.
d. Be responsible for convention program planning and workshops in consultation with the president, program planning committee, and the board of directors.
e. Arrange for visitors to the state under the Association travel program.
f. Encourage branches to suggest emerging issues according to the procedure as outlined by the Association.
g. Assist branches in developing Association programs through leadership training, group dynamics, and program techniques.

 Make sure to also see General Responsibilities for Board Members.

  Vice President for Public Policy

a. Serve as chair of the public policy committee and as a member of the program and convention resolutions committees.
b. Formulate and implement AAUW Minnesota public policy in compliance with Association policy.
c. Coordinate and activate legislative work reflecting the public policy program and direct its execution under the guidance of the state board of directors.
d. Develop effective Capitol Corp and branch leadership to implement public policy.
e. Provide information and leadership to the branch public policy chairs.
f. Encourage branch public policy chairs to know the Association public policy and provide leadership on those issues.
g. Register as a lobbyist and be responsible for working with the legislature, presenting AAUW's position to state and federal legislators.
h. Appear before the legislature when appropriate and/or arrange for the appearance of an appropriate representative.
i. In consultation with branch public policy chairs, members of the state public policy committee, and the state board of directors, formulate a proposed state public policy for presentation to the state convention for vote.
j. Send the proposed state public policy, noting new items and changes, to all branches at least 60 days in advance of the state convention at which the public policy is to be voted.
k. Print the public policy, in pamphlet form, and distribute to branches and other appropriate organizations and individuals.
l. Work with the state coalitions chair to provide direction to coalitions representatives.

 Make sure to also see General Responsibilities for board members

Nominating Committee

Bylaws.  Article IX. Nominations and Elections.

Section 1. Nominating Committee

A. There shall be a nominating committee of five members elected by the following procedure:

1.  Three members and one alternate, exclusive of board members, shall be presented by the current nominating committee to the state convention for approval as members of the nominating committee.

2.  Two members and one alternate. appointed if necessary, who have served one or more years on the state board of directors, shall be elected by the board of directors at the first meeting of the fiscal year.

B. The chair and assistant chair of the nominating committee shall be elected from among the five committee members by the board of directors at the first meeting of the board of the fiscal year.

 Section 2. Nominations

A. Following guidelines outlined in the AAUW of Minnesota Standing Rules, recommendations for nominees, with vitae, shall be submitted in writing to the chair of the nominating committee by a specified date. The chair shall report to the members of the committee all names received.

B. The nominating committee shall present a slate of nominees to each branch at least sixty days prior to the Minnesota state convention.

Section 3. Elections

A. The elected officers of the AAUW of Minnesota and three members of the nominating committee and the alternate shall be elected at a state convention by the duly convention-accredited delegates.

 B. The president-elect, vice presidents for program and public policy, and treasurer shall be elected in the odd-numbered years. The vice presidents for membership and Educational Foundation, Legal Advocacy Fund, and the secretary/historian shall be elected in even-numbered years. The president-elect shall automatically take office as president in the even-numbered years.

 C. Elections shall be by ballot except when there is only one candidate for an office, in which case the election may be by voice vote.

 Standing Rules.  VI. Nominations for Offices

    A. The nominating committee chair shall:

1. Inform the membership of the opening of applications September 15 and closing November 15 via the Minnesota Pine.
2. Conduct all nominating committee meetings;
3. Be responsible for all correspondence and records of the nominating committee, including the distribution and collection of vita sheets;
4. Report to the state board at the January board meeting;
5. Send letters of acceptance/rejection to all candidates immediately following board approval of the slate at the January board meeting; and
6. Report to the state membership via the Minnesota Pine

B. The nominating committee shall:

 1. Review and recommend/reject applications and

 2. Be required to conduct a conference call or meet in person to discuss candidates' qualifications if more than one candidate per office seeks nomination.

  C. Persons seeking nomination shall:

 1. Complete an official vita sheet and

 2. Submit two letters of recommendation--one from a board member from the candidate's branch and one from another person of the candidate's choice.

State Administration

In accordance with the AAUW of Minnesota Bylaws and convention action, the board of directors shall have the general power to administer the affairs of the AAUW of Minnesota and to initiate and carry out AAUW programs and policies. It shall act for the AAUW of Minnesota between conventions. The board of directors may adopt standing rules to govern its proceedings. It shall also

1. Approve the proposed annual budget to be presented to the state convention for vote;
2. Accept the audit report;
3. Recommend the proposed public policy program to the state convention for vote;
4. Recommend distribution of the Educational Foundation funds for vote at the state convention;
5. Authorize expenditures of unallocated funds from the state treasury;
6. Approve the establishment of special committees or task forces;
7. Determine when a temporary absence in an elected office becomes a vacancy and approve a replacement for such vacancy except in the office of president or president-elect;
8. Assist the president with convention planning;
9. Approve the date, place, registration fee, and program for state conventions and workshops;
10. Provide for the election of the required members and chair and assistant chair of the nominating committee; and
11. Assign special duties, as prescribed in the AAUW of Minnesota Standing Rules or as needed, to members of the board of directors.

This description is from the AAUW-Minnesota Bylaws (2003 Revision) Article X. Board of Directors/Section 2. Powers and Duties/A.

State Administration

In accordance with the AAUW of Minnesota Bylaws and convention action, the board of directors shall have the general power to administer the affairs of the AAUW of Minnesota and to initiate and carry out AAUW programs and policies. It shall act for the AAUW of Minnesota between conventions. The board of directors may adopt standing rules to govern its proceedings. It shall also

1. Approve the proposed annual budget to be presented to the state convention for vote;
2. Accept the audit report;
3. Recommend the proposed public policy program to the state convention for vote;
4. Recommend distribution of the Educational Foundation funds for vote at the state convention;
5. Authorize expenditures of unallocated funds from the state treasury;
6. Approve the establishment of special committees or task forces;
7. Determine when a temporary absence in an elected office becomes a vacancy and approve a replacement for such vacancy except in the office of president or president-elect;
8. Assist the president with convention planning;
9. Approve the date, place, registration fee, and program for state conventions and workshops;
10. Provide for the election of the required members and chair and assistant chair of the nominating committee; and
11. Assign special duties, as prescribed in the AAUW of Minnesota Standing Rules or as needed, to members of the board of directors.

This description is from the AAUW-Minnesota Bylaws (2003 Revision) Article X. Board of Directors/Section 2. Powers and Duties/A.

State Administration

In accordance with the AAUW of Minnesota Bylaws and convention action, the board of directors shall have the general power to administer the affairs of the AAUW of Minnesota and to initiate and carry out AAUW programs and policies. It shall act for the AAUW of Minnesota between conventions. The board of directors may adopt standing rules to govern its proceedings. It shall also

1. Approve the proposed annual budget to be presented to the state convention for vote;
2. Accept the audit report;
3. Recommend the proposed public policy program to the state convention for vote;
4. Recommend distribution of the Educational Foundation funds for vote at the state convention;
5. Authorize expenditures of unallocated funds from the state treasury;
6. Approve the establishment of special committees or task forces;
7. Determine when a temporary absence in an elected office becomes a vacancy and approve a replacement for such vacancy except in the office of president or president-elect;
8. Assist the president with convention planning;
9. Approve the date, place, registration fee, and program for state conventions and workshops;
10. Provide for the election of the required members and chair and assistant chair of the nominating committee; and
11. Assign special duties, as prescribed in the AAUW of Minnesota Standing Rules or as needed, to members of the board of directors.

This description is from the AAUW-Minnesota Bylaws (2003 Revision) Article X. Board of Directors/Section 2. Powers and Duties/A.

As an elected member of the State Board, the Vice President has all the responsibilities prescribed in the state bylaws including the following:

State Administration

In accordance with the AAUW of Minnesota Bylaws and convention action, the board of directors shall have the general power to administer the affairs of the AAUW of Minnesota and to initiate and carry out AAUW programs and policies. It shall act for the AAUW of Minnesota between conventions. The board of directors may adopt standing rules to govern its proceedings. It shall also

1. Approve the proposed annual budget to be presented to the state convention for vote;
2. Accept the audit report;
3. Recommend the proposed public policy program to the state convention for vote;
4. Recommend distribution of the Educational Foundation funds for vote at the state convention;
5. Authorize expenditures of unallocated funds from the state treasury;
6. Approve the establishment of special committees or task forces;
7. Determine when a temporary absence in an elected office becomes a vacancy and approve a replacement for such vacancy except in the office of president or president-elect;
8. Assist the president with convention planning;
9. Approve the date, place, registration fee, and program for state conventions and workshops;
10. Provide for the election of the required members and chair and assistant chair of the nominating committee; and
11. Assign special duties, as prescribed in the AAUW of Minnesota Standing Rules or as needed, to members of the board of directors.

This description is from the AAUW-Minnesota Bylaws (2003 Revision) Article X. Board of Directors/Section 2. Powers and Duties/A.

a. Serve as chair of the Legal Advocacy committee and as a member of the program committee.
b. Provide for the implementation of the Legal Advocacy programs on litigation, litigant support and progress in equity, and such others as may be established by the Association and/or Fund.
c. Be responsible for explaining the Legal Advocacy programs to the branches; suggesting programs, speakers, and fund raising methods; encouraging each branch to raise the per capita gift and to work for 100% participation by its membership; introducing LAF to new branches; encouraging publicity for LAF; collecting branch LAF contributions with the deadline to be determined by the vice president for LAF; and for receiving checks from the branches, made out to the Minnesota AAUW Legal Advocacy Fund.
d. Keep records of contributions received and credited to the respective branch and forward branch and individual contributions for LAF to the Fund as they are received. Check with LAF that funds are received and properly credited to the branch and state. Examine LAF reports received and check them against Minnesota records.
e. Organize in conjunction with the Program Committee the LAF silent auction at state conventions and regional conventions hosted in Minnesota, informing all branches how they can participate in this fundraiser.
f. Arrange for LAF litigants to speak at state conventions and at regional conventions hosted in Minnesota.
g. Figure the per capita contribution on the membership as of February 1st of the current year as reported in the state convention booklet.
h. Have the LAF report printed in the convention booklet using audited contributions and membership statistics from the preceding year.

This description is from AAUW Minnesota Standing Rules (2002 Revision) Article V. OFFICERS AND CHAIRS/B. Specific Responsibilities/6.