Note: Provisions in red are being considered for revision and will be submitted to the Board if revision is recommended.

 

 

Manual of Procedures

 

 

This Manual is compiled as a guide for state officers, state board members, regional officers, and local organizations of the Arkansas Federation of Business and Professional Women in conducting the business and furthering the aims of the Federation. It contains only information relating to the Arkansas Federation.

To derive the greatest benefit from the manual it should be used with the National Handbook of Procedures (latest edition) and Standard State Bylaws.

Page No.

CHAPTER I – The State …………………………………………………………………4

Section A Officers’ Duties …………………………………………..……………...4

Section B Rules and Regulations ………………………………..…..……………....6

Section C Dues………………………………………..……………...……………... 7

Section D State Publication ……………………………………….…………….….. 7

Section E Nominating Committee ………………………………..….………….… 8

Section F Candidates for Office ………………………………….….………….… 9

Section G Legislation……....…………………………………………………….…11

Section H Membership …………………………………………….…………….…11

Section I State Convention……………………………………………..……….….11

Section J Arkansas BPW Political Action Committee……...………………….…..13

Section K Wilson Memorial Scholarship Committee……………….………………15

CHAPTER II The Region ………………………………………………….…………..16

Section A Organization……………………………………………….……….…….17

Section B The Region Director…………………………………………………..…17

Section C Procedure for Organizing New Local Organization……………………..21

CHAPTER III –The Local Organization………………………………………………...22

Section A Policies……………………………………………………….…………..22

Section B Membership……………………………………………………….……..22

Section C Officers and Chairs………………………………………………………22

Section D When a Member Moves………………………………………………….23

Section E Operating Procedures and Protocol……………………………………...23

Pledge of Allegiance ……………………………………………………….……………25

I. The President - (See State Bylaws)

Shall plan the agenda for all state meetings, delegating responsibilities to other officers and board members wherever expedient.

As Examples:

For instructions on planning programs, the assistance of the president elect and the vice president should be enlisted; as advisors to the Issues Management committee, regional directors and committee chairs.

The Issues Management Chair and executive committee should be consulted in planning the agenda for all state meetings. [The Issues Management Chair currently plans the agenda only for Issues Management, not all state meetings.]

Shall appoint one or two members to serve as host/hostess to the national representative to the convention, assigning to them such matters as meeting the representative on arrival, checking hotel accommodations, purchasing a gift, clearing press, radio, and TV appearances, and generally making the representative’s stay pleasant and unhurried.

Shall help plan the itinerary for visiting out-of-state speakers.

Shall consult the executive committee and the board members as to their preference for a national representative to attend the annual convention and this preference should be sent to the National Office on forms provided for that purpose.

Shall answer correspondence promptly.

Shall keep in confidence those things that are in confidence entrusted.

Shall become familiar with parliamentary procedure.

Shall carry out the recommendations adopted by the convention body or board of directors.

Shall represent the State Federation at meetings of such non-federation projects or committees as are of interest to the Federation, and in the event the President cannot attend shall appoint a substitute representative, giving preference to the president elect or the vice president.

Shall attend the National Conference. Others receiving compensation to attend National Conference shall be the President-Elect, Vice President, State Legislative Chair, YC and ID winners. [Should Treasurer and Recording Secretary be added since they’ve been included in the budget item line and to receive compensation?] These delegates must be able to attend all sessions and make complete reports upon their return from the conference.

Shall see that the duties of the State Federation, according to the National Bylaws are carried out.

Shall inform the National Executive offices of outstanding activities at state and local organization levels.

14. Shall review and approve the annual budget as prepared by the finance committee, present the annual budget to the executive committee and to the board of directors for discussion and amendment before presentation to the conference body. Prior to or in connection with the post convention board meeting a planning or orientation workshop shall be planned and held for state officers, regional directors, standing committee chairs, local presidents, treasurers, and members.

When possible, shall see that the state federation sponsors leadership clinics in the regions.

Shall become familiar with the state and national constitution and bylaws and the functions of every branch of the organization, have an overall picture of the Federation, and see the needs and possibilities of growth and service to federation members as well as to society as a whole. Shall listen to suggestions from members or officers.

Shall keep harmony and direction in all things and be ready to assist all local organizations impartially.

Shall attend all national meetings and report their activities to the state through reports at meetings and letters to the membership.

Shall cause to be sent to the National Executive Offices the names and addresses of all state officers and committee chairs immediately after their election or appointment.

Shall see that all records of no historical value that are over three years old and all treasurers’ reports that are over five years old be destroyed.

Furnish to the succeeding president an itemized financial statement of the State convention within sixty (60) days.

Shall act, as a representative of the president when requested, and serve in capacities as assigned by the president, and in case of the death or resignation of the president, shall become president for the un-expired term.

Shall perform the duties of the president in the absence of the president. It shall be the specific duty of the vice president to assist the president in every possible way and to act, as the President’s representative when requested.

IV. The Recording Secretary

Shall keep file of all written reports made by officers and chairs.

Shall keep a complete record of all state meetings, paying particular attention to all business of the state convention.

Shall, above all, be able to take notes rapidly and correctly, and to record all motions as stated.

V. The Treasurer

Shall remit immediately to the National Federation of Business and Professional Women’s Clubs, Inc. of the United States of America, all monies payable to BPW/USA. These monies are to be submitted with the forms supplied by the National Executive Offices; present written reports at the annual convention and at meetings of the board of directors and executive committee. Disburse funds only upon presentation of original bills and properly executed vouchers signed by current state president. Serve as an ex-officio member of the finance committee.

Share prepare monthly reports for operating funds, special funds and fund balance to be sent to each member of the executive committee and finance committee on a monthly basis.

Shall make deposits and write disbursements in a timely manner.

Shall make sure that a 5% administrative fee on all funds raised, with the exception of restricted funds, are collected and deposited into the operating account.

The account shall be audited or reviewed annually by a certified public accountant or committee appointed by the Executive Committee, when ordered by the president. The treasurer’s bond shall be paid from the state federation funds. Shall deliver to the incoming Treasurer all funds, securities, and records not later than 30 days after the close of the fiscal year.

Shall carry on the correspondence of the state federation under the direction of the state president. Shall send to the national executive director the names and addresses of all state officers and the committee chairs immediately after their election or appointment. Shall send to the executive director of the national Federation the names and addresses of the officers and chairs of each local organization in the state federation as soon as this information is obtained from the local organizations.

All board members receiving Arkansas Federation funds for any purpose shall tender an itemized statement on or before the tenth of the month following that in which the expense was incurred. Send all expense accounts to the state president for approval.

All expense accounts incurred during the year are to be submitted to the president and paid by the treasurer before the closing of the books prior to the convention and all expense accounts pertaining to the convention must be submitted and paid within thirty days after the convention.

The expenses of the executive officers (president, president elect, vice-president, recording secretary, and treasurer) and the regional directors, standing committee chairs (bylaws, finance, foundation, legislation, membership, issues/management, public relations, young careerist, individual development) are to be allowed for attendance at mid-year board meeting. The parliamentarian and the corresponding secretary are to attend the meetings without vote, but are not allowed expenses. Return mileage (one way) from post convention board meeting is to be paid.

The expenses of the above are to include travel at 20 cents a mile by personal auto to the auto owner and lodging expense for one-half of a room. No meal, registration or tip reimbursement expenses will be made. [In view of rising cost of travel, consider an increase in reimbursement amount for mileage.]

The expenses of the state president and recording secretary are to be paid to attend the state convention. The Arkansas Federation allows no expense accounts to any officer to attend the state conference except the state president and recording secretary.

An expense account is set up for standing committee chairs. This excludes the board meetings, as that is set-aside in a special expense account. The amount set aside in the budget is for convention and other Federation expense pertaining to the work of each standing committee chair. Special committee chairs are allowed a very small expense account in the budget to take care of such small items as postage, paper, etc.

VII.The expenses of special committee chairs are not paid to any meeting. Their vouchers must be submitted as outlined in Paragraph I above. The Young Careerist and Individual Development Representatives representing Arkansas at the National Conference shall be allowed expenses toward [add registration,] transportation, room, meals, and tips in the amount approved by the Board of Directors in the Annual Budget.

Travel funds allocated in the annual budget to the Chair and members of the Nominating Committee shall be limited to round trip mileage for attendance at the mid-year board meeting. The chair of the Nominating Committee shall be reimbursed for paper and postage.

All dues are payable in advance. National dues of new or lapsed members in the state federation shall be paid through the local organization treasurer. Local, State and National dues are paid directly to BPW/USA.

Annual

State dues per member:

Refer to state federation bylaws Article VIII, Section 3-a.

National dues per member:

Refer to state federation bylaws Article VIII, Section 3-a.

Student dues per member:

Refer to state federation bylaws Article VIII Section 3-c.

Member-at-large dues:

Refer to state federation bylaws Article VIII, Section 3-d.

.

Local Dues

Local dues are determined by the local organization. They are in addition to the state and national dues.

Titles

a. The official state publication is the Arkansas Business Women also know as the ABW.

b. The official website shall be www.arkansasbpw.org

c. The official list serv shall be arbpw@yahoo.com

II. Purpose

The purpose of the ABW, Website and list serv shall be channels of communication thereby keeping all members informed with the activities of the Federation.

Contents of the ABW, Website, and List Serve

The contents of the forms of communication shall consist of the following:

A. ABW – Publication – It is the responsibility of each local organization to contribute news and comments and pre-paid advertisement. Publication deadlines and issues published shall be determined based on the previous years revenue and voted on by the Board of Directors at State Conference. Only local news, [add regional news] (limited to 250 words) and state and national information will be printed free of charge. Picture and ad prices will be based on the cost of producing the publication. It will be the responsibility of the ABW Editor and Executive Committee to obtain three (3) bids prior to State Conference that include layout, printing, labeling and mailing per issue and present those bids to the board.

i. Undeliverable Publications on which the postmaster submits a Form 3579 will cause the subscription to be automatically canceled. To be reinstated, a member must submit a fee of $2.00 with the correct address to the State President who will then forward to [add BPW/USA Membership Department for inclusion on the e-series used by the ABW for labels], the Membership Chair, ABW Editor and State Treasurer.

B. Website – The website should contain State Officers and Committee Chair demographic information, Calendar of Events, Membership information and application, links to BPW/USA and AR local organization, information on the ABW, the Mission Statement, Legislative platform and the list serve-mail address.

C. List Serv – The List Serv will be maintained by the State President forwarding news as it pertains to BPW/USA, the Arkansas Federation and local organizations.

The chair of the nominating committee shall be elected at each annual convention and shall serve as collector of candidate data and shall serve only one term.

The committee on nominations shall be composed of the elected chair and of a member from each region, such member having been elected at a regional conference to take office at the beginning of the succeeding fiscal year. Each member of the committee shall be entitled to a duly authorized alternate.

III. Duties

Not later than October 1^st, after the annual convention the chair of the nominating committee shall send uniform blanks to the presidents of each local organization, with a request for information concerning persons qualified for (1) state offices and (2) membership on Arkansas Political Action Committee.

These blanks shall be returned to the chair of the committee not later than mid-year board meeting. Each candidate for state office shall have served as local organization president. Each candidate for state office and Political Action committee membership shall have the endorsement of the local organization.

C. Each local organization sponsoring a candidate or candidates shall submit to

the chair of the committee a recent photograph of the candidate or candidates and a summary, not exceeding two hundred (200) words, of such candidate’s qualifications, including name, occupation, local organization endorsement, and office or PAC term for which endorsed. Summaries of the qualifications of all candidates, and the offices of PAC committee term for which endorsed, shall be compiled by the committee at mid-year board meeting, and shall be made available to local organizations in the ABW or on the Website or on the List Serve or via the Postal Service.

The report of the committee shall be made at the first business session, and name posted near the registration desk.

Official Data Form (Issued by Nominating Committee Chair)

The Organization of the Arkansas Federation of Business and Professional Women’s Organization endorses for:

Check one: ____State Federation elective office

____Member, Arkansas Political Action Committee

State office for which endorsed: ________________________________

Length of Term On PAC: _______years.

1. Personal Data

Name

Address

Business or Profession

Position now held

Positions held in past

Estimate of success or achievement in field of work

2. Federation History - positions held and services rendered to the Federation.

Only employed individuals, who are active members in good standing, shall be eligible for election to state offices. State Officers must have served their local organizations as president to be eligible. Candidates for president elect and vice president must have served either as a regional director for two or more terms as a state elective officer and/or a state standing committee chair prior to nomination. Only candidates to the National Legislative Platform sha1l be

Qualifications for Office

Personal qualities (such as leadership, standards, etc.)

Public appearance and speaking ability

Availability (time, willingness, energy)

4. Other Than Federation Activities

Membership in other organizations in the community.

Submitted by: _________________________

Title: ________________________________

Local Organization: ____________________

Date: ________________________________

RETURN BY REGISTERED MAIL, RETURN RECEIPT REQUESTED,

NOT LATER THAN TO________________________

CONSENT TO SERVE (Candidate must sign this form)

The duties of an elected officer of the State Federation include attendance at a minimum of 75% of executive committee meetings a year, at the state board meetings, at regional meetings, and at state convention.

I consent to serve as a state officer if elected. I assert that I am able to give the required time to the duties of such an office and that there is nothing in my health or personal affairs to prevent my serving.

I hereby declare that I am- not a member of any other organization whose purpose is the overthrow of the United States Government.

I support the goals and objectives of the Federation and pledge to actively support the State and National Legislative Platforms.

Signed: ___________________

Dated: ____________________

Summary for Publication

Prepare in duplicate a two hundred (not more) word summary of the candidate’s qualifications, including name, local organization, endorsement, and office for which endorsed.

(Not one word over two- hundred can be printed. No changes in your summary will be made by anyone).

Submitted by: __________________________

Title: _________________________________

The State Legislation Chair shall have first priority in the election as a representative to serve on the National Legislation Platform Committee who shall also serve as a delegate at National Conference.

I. State Membership Committee.

The State Membership Committee shall be composed of the State Membership Chair and four (4) Area Membership Chairs who shall be the following:

A. Membership Chair I - shall be a member of a local organization in Region I, which shall constitute all locals in Region I.

B. Membership Chair II - shall be a member of a local organization in Region II, which shall constitute all locals in Region II.

C. Membership Chair III - shall be a member of a local organization in Region III, which shall constitute all locals in Region III.

D. Membership Chair IV - shall be a member of a local organization in Region IV, which shall constitute all locals in Region IV.

II. Membership Awards and Miscellaneous Information:

The State membership committee shall determine local organization awards presented at State convention.

The Federation shall hold an annual state convention.

The Board of Directors shall determine the place and date.

Program - Responsibility for the program and speakers rests with the state president and the executive committee and shall be worked out well in advance.

The Young Careerist and Individual Development Chair(s) shall coordinate with the State President plans, arrangements, and finances required for conducting a state Young Career Woman and Individual Development Representative selection process during the annual convention.

The state issues management chair works with the president on all matters pertaining to the convention. [Current practice is for issues management chair to plan only for Issues Management meeting, not for state convention.]

. All details must be decided upon and time allowed for the following features:

1. Consideration of the national program for the coming year, with ample time for discussion.

2. Presentation and discussion of national business in accordance with a notice received by the state president.

3. Presentation of the past year’s record in the form of the president’s report.

4. Presentation of additional state business.

5. Election of officers as provided for in the Bylaws.

6. Election of a representative to serve on the National Legislative Platform Committee, who shall also serve as delegate to national conference.

Committees – The conference chair [There is no longer a conference/convention chair.] shall be appointed by the president and the executive committee. Together they appoint chair sub-committees who form the convention.

Committee. The following committees are suggested:

Registration and credentials – This committee shall provide appropriate badges, and necessary equipment needed for registration. If the convention.

is held where it is necessary to have tickets for the meals, this committee provides such tickets and places them on sale at the registration desk. This committee is also responsible for checking credentials for those who register, and reports to the conference the number of accredited voting delegates. The state treasurer is a member ex-officio of the committee.

Elections - The president appoints an elections committee. This committee prepares the ballots, provides a ballot box, etc. This committee shall act as tellers and report election results to the conference.

Publicity - The public relations chair shall be responsible for all convention.

publicity, including newspaper, radio, TV and supplies releases for the press. At close of the convention.

a file of press notices, photographs, copies of programs, and other items of interest shall be mailed to the National Executive office and to the state historian.

Exhibits - The Executive Committee may set fees for exhibits at state meetings. A nominal charge may be set for local BPW organizations desiring to sell items to those in attendance; with a greater fee charged to outside groups exhibiting. Income from exhibits at state meetings shall be credited to the Federation treasury. A committee will be appointed to arrange for exhibits.

Hostess - The conference chair, [There is no longer a conference/convention chair.] with the approval of the president, designates the various host/hostess local organizations for the special functions.

Hospitality - This committee shall be on hand at headquarters to welcome arriving delegates. One or more members shall be delegated to act as escort/s for the national representative.

Finance - The Executive Committee and the State Finance Chair shall prepare a budget for the state conference. [There is no special state convention budget to present to the board or convention body.] Convention cost will be covered by registration fee. An itemized financial statement of the State Convention will be furnished to the succeeding president within sixty days.

Courtesies to Honored Guests

Invitations should include:

a. Date and type of meeting

b. Main speaker – if the guest is the main speaker

i. State topic or suggested content of talk

ii. Time to be allowed

c. Type of accommodations available. Make reservations when the guest informs you as to the type desired.

Arrival - appoint local member to meet guest and arrange for transportation to meeting.

Introduction - In introducing the speaker

a. Check for correct pronunciation of name, correct title, nature of business, and accuracy of other complimentary remarks.

See that members meet the distinguished guest and welcome him/her.

Members should:

1) Introduce the guest to others present

2) See that she is taken to the head table

3) Rise when the national or state president is introduced

4) Head table seating - The chair of the evening or local organization president should be seated in the center, guest speaker to the right of chair. If the local organization president is not presiding, he/she should be seated at the left of the chair. Other seats should be filled according to positions in the federation: national officers, past national officers, national chairs, state officers, past state presidents, state chairs, regional officers, local organization officers.

5) General information – The conference should not be a burden to the host/hostess city. The local committees have much of the work to do and should not have to bear a heavy expense. In making the budget, the possible attendance should be considered and conservatively estimated, based on the locality in which the convention is held. Expenses of the state president and recording secretary are paid out of state funds. The Convention is one for business, and while some recreation is enjoyable, the host/hostess local organization shall not become involved in the expenditures of the excessive sums of money and time to provide such recreation.

The state president is a member of the convention committee and many of the advance arrangements are worked out with her. However, during the conference she must be free from details. The President or one appointed by the President is responsible for letters of thanks to local citizens who have contributed to the convention. Total attendance, financial statement, etc., shall be made out and filed with the minutes for permanent record.

The Arkansas BPW State Political Action Committee will be formed to accept and disburse voluntary contributions from BPW members to candidates for public office in Arkansas who support issues of concern to BPW. Formation, procedures and activities of the PAC will conform to requirements of the Federal Election Campaign Act, the Federal Election Commission Regulations, and the Arkansas Election Commission Regulations.

Arkansas BPW PAC will endorse and contribute to candidates seeking state office serving within the state of Arkansas only. (State Representative, State Senator or Statewide Constitutional offices.)

Contributions to Arkansas BPW PAC are voluntary. Federal Law states that only members of the organization may be solicited by or on behalf of the organization’s PAC. Anyone, whether a member or not, may make a voluntary, unsolicited contribution to BPW PAC. Contributions qualify for special tax treatment under Federal Income Tax laws.

Arkansas BPW PAC shall be bipartisan, non-profit, and shall adhere to all applicable Federal and State laws.

Arkansas BPW PAC will support candidates regardless of party affiliation, age, sex, race, religion, or national origin, if they meet the following criteria.

Candidates seeking endorsement must respond in writing to a PAC Candidate Questionnaire prepared by the Arkansas BPW PAC or BPW’s Legislation Platform and other issues of concern to BPW.

Prerequisites for endorsement by Arkansas BPW PAC are:

d. The PAC Committee must receive PAC Candidate’s Questionnaire at least 30 days prior to the primary or general election.

e. The candidate’s reply to the PAC Questionnaire commitment to BPW Legislative issues and objectives.

f. Candidates to be endorsed - must have credibility.

g. When there is an incumbent running for reelection, for the incumbent to be endorsed, the incumbent candidate must be a strong supporter of BPW issues. (BPW PAC will not endorse an opponent if the incumbent has been a strong supporter of BPW issues.) If the incumbent is to receive PAC contributions, a candidate opposed to BPW’s Legislative issues must seriously challenge the incumbent.

h. When there is an open seat (no incumbent running), priority will be given to candidates with strong commitment to BPW Legislative issues and with strong name recognition.

The Arkansas BPW State PAC Committee shall consist of seven (7) persons: The President of the Arkansas Federation, the State Legislation Chair, the State PAC Chair and four (4) members elected by the State convention delegates. The four (4) elected members shall represent each of state’s four (4) regions (one per region). Initially two (2) members shall be elected for one-year terms and two (2) members shall be elected for two-year terms. Thereafter two members will be elected at each annual convention for two-year terms. Each candidate for PAC membership shall have the endorsement of the local organization and shall have served the local organization as president. No PAC member may serve more than two consecutive terms. The Board of Directors on recommendation of the Executive Committee may fill vacancies due to resignation or inability to serve of the elected members on the PAC. Each local organization sponsoring candidates shall submit to the chair of the nominating committee information specified in CHAPTER I, Section E and F. Manual of Procedures. The Federation Treasurer in an appropriate bank account designated for State PAC contributions shall deposit all contributions to Arkansas BPW PAC. Contributor Information required by the Federal Election Commission for all contributions shall be obtained and submitted, with contributions, to the Treasurer for filing as appropriate with the Commission.

Contributions may be made to Arkansas State BPW PAC in any amount at any time and will be deposited into the federation’s bank account. The State PAC Committee will develop recognition awards for persons pledging on going financial support of Arkansas’ PAC.

Only the authority of the PAC Committee shall make disbursements of State PAC funds. A full account of PAC funds shall be given to the Arkansas Federation State convention, to all PAC contributors, and to any BPW member requesting such disclosure.

Section K – Wilson Memorial Scholarship Committee

The Wilson Memorial Scholarship Committee shall be composed of three (3) past state presidents, one (1) to be named each year for a (3)-year term by the State President. The senior appointed member shall be chair. The Committee shall be responsible for coordinating all fundraising activities where monies are designated for the Wilson

Memorial Scholarship and for awarding Scholarships annually.

Funds for all committee expenses, including printing of acknowledgement cards and postage incurred for mailings, shall be allocated through the State Federation operating budget. All honorariums and memorials shall be acknowledge to both the donor and the

person and/or family being remembered. The committee chairperson shall be responsible for all acknowledgements.

Funding for the annual scholarships shall come from interest on the certificate of deposit (CD), honorariums, memorials, and one (1) yearly state fundraiser. No more than ten (10) scholarships at $750 each shall be given in any one-year. If funding exceeds $7,500, only the amount raised shall be used for scholarships. The decision to raise or lower the scholarship amount is to be decided by a vote of the Past State Presidents and reported to the membership at the state convention following the decision.

The state treasurer shall keep the CD. The state treasurer and chairperson of the Wilson Memorial Scholarship Committee shall co-sign the CD. The CD shall be renewed for the best interest rate available when it matures.

The committee members when reviewing scholarship applications shall consider the following criteria:

1. Is the applicant a BPW member? And, if so, for how long? (This statement shall be placed on the scholarship application form following "Resident of Arkansas".)

2. All qualifications being equal, BPW members shall be given preference.

3. A point system for qualifications shall be determined by the current scholarship committee.

4. No Scholarship shall be awarded for more than two (2) times to the same individual and the awards must be consecutive years.

5. The scholarship check shall be made payable to the college for account of the recipient.

CHAPTER II THE REGION

I. Map

 

 

 

 

 

 

 

 

Officers

Officers

Each region shall have regional director, a vice-director, a secretary, a member of the state nominating committee and an alternate to the state nominating committee who shall be elected annually by their respective region at the conference. They shall be elected by ballot if more than one person is nominated.

Candidates for Regional Director and Vice-Director must have served as local organization president.

Elections

Before the regional conference, the director shall appoint a nominating a committee of at least three but not more than five local organization presidents in the region. It shall be the duty of this committee to prepare for the election of a director, vice director, a secretary, a member of the State Nominating Committee, and an alternate to the State Nominating Committee. The nominating committee shall secure written consent of the candidate to serve. Nominations may be made from the floor.

V. Vacancies

In the event of the death or resignation of the director, the vice-director assumes office. The vice director’s position shall be filled by a called meeting of the region.

VI. Calendar

The regional meetings shall be held at anytime during the year but shall not conflict with state or national meetings. The Regional Officers and Local Presidents shall determine the time and the place.

Finances

Registration fees at each region meeting shall finance the regional meetings.

Expenses paid from the state treasury are allowed as follows:

Attendance at mid-year board meeting, Section B Rules and Regulations.

Travel for one (1) official visit during the year to each local organization in the region. The state federation is not responsible for the regional director’s expense at his/her regional meeting.

A small amount is allowed for postage and miscellaneous items if the budget can allow it.

The vice director may assume the duties of the director (that is, to make official visits to local organizations and to attend state meetings) and be reimbursed on same basis as the director, PROVIDED the director submits in writing to the state president an authorization for the vice director to assume his/her duties. No payment will be made without written authorization.

II. Duties

A. It shall be the duty of the regional director (co-director) to act as liaison officer between the local organizations and state federation, serve as member of state board, visit each local organization in the region at least once during the year, and send a written report within thirty days to the regional advisor with a copy to the State President. Shall plan programs for the regional meeting and submit copy to state advisor for approval, and provide for the selection of the succeeding regional officers. Should assist in the organizing of new local organizations and encourage each local organization to work toward stabilization and promoting memberships.

B. Member State Board

As a member of the State Board of Directors you are in a Federation policy-making position. It is your responsibility to:

Give freely of your time and ability to the work of the Federation;

Attend all state meetings, arriving on time and being fully informed of subjects likely to be discussed;

Prepare a concise, written report (type if possible) for the Board Meeting.

The following format may be used:

Heading:

To the Arkansas Federation of Business and Professional Women’s Federation in session at ________on_______, I submit the following report of my activities as Director of Region ________.

Local organization visits: Review very briefly your local organization visits, bringing to the attention of the Board your evaluation of the local organizations, the membership status, committee activities, etc.

Meetings attended: Brief resumes of your regional conference, or other meetings attended. Any recommendations or suggestions from local organizations should be included.

New local organizations, or prospective new local organizations: Name of new local organizations and give location of prospective local organizations. Give your plans for continuing contact with them.

Suggestions: Any suggestions you have for giving greater service to local organizations. Any unusual problems that should be reported.

C. Director, Region Conference

1. Each conference is entitled to one state representative. No officer or chair attending his/her own regional conference as representative or otherwise will be reimbursed. The region will pay this person’s expenses and none of their expenses are paid by the state. The individual will pay any personal expense not allowed by the region. Of course, the region is free to invite as many guests as it desires, at its expense. Final decision as to dates and the state representatives will be made at the post convention board meeting.

Shall notify all local organizations and all state board members of the date, place of meeting, and program features and urge local organization presidents in his/her region to develop interest in 100% attendance.

Arrangements for the meals, place of meeting, and reservations will be made by the host/hostess local organization, with the director’s approval.

The director shall formulate the program for the conference under the outline suggested by the regional advisor. Shall endeavor to include as many of the regional local organizations as possible in the program. The director shall give one hour to the state representative for presenting federation issues.

Registration fee for the regional conference shall be set by the regional conference planning committee consisting of the regional officers and president of local organizations within the region. All conference expenses are to be paid from the registration fees. The regional director shall ask the local organization president to appoint a Registration Committee. The chair of this committee will be called upon to make a report of the attendance, by local organizations, to the conference during the business session. Immediately after the close of the conference, the regional director shall ask for an accounting with the Registration Committee of the funds and shall remit to the state president the following: (The state president will forward a copy to the appropriate advisor.)

a. A check for the balance of registration fees after payment of conference expenses, payable to "The Arkansas Federation of Business and Professional Women".

b. Two copies of Regional Conference Report by Director, which shall include a financial statement.

c. Two copies of Conference Minutes (make in triplicate - you retain one copy).

d. Two copies of program.

e. Clippings showing newspaper publicity.

The following order of business is suggested for the business session of the conference program:

f. Reading of the minutes of the previous conference.

g. Report of Nominating Committee.

h. Report of Registration Committee.

i. New business.

j. Election results and introduce new officers

k. Invitation for next year’s conference location

l. Adjournment

7. The director shall appoint a parliamentarian.

D. Liaison Officer Between Local Organizations to Region

There is no format for this responsibility, but co-operative working relationships between the director and among the presidents will make for a strong region. Keep your correspondence with the president current and urge them to do likewise.

E. Visit Each Local Organization in the Region at Least Once a Year

In connection with your official visit to the local organizations, it shall be your responsibility to:

Obtain from the local organization president early in the year a tentative date for your visit. The earlier in the fiscal year you make your visit the greater service you will be able to render in planning local organization’s yearly program.

Inform the local organization at the time you ask for tentative date that your travel expense will be paid by the state federation.

Inform the local organization of the purpose of your visit and what you expect of it, for example:

Your official visit is one of service to get acquainted with the members and render any needed service to the officers and chairs.

Ask the president to have a well-planned outline for the meeting to assure time for the members to ask questions and discuss the Federation. Since this is a service visit, a business meeting may be preferred at the time of your visit rather than a program meeting.

Be sure the local organization understands that an official visit by you does not render it ineligible for a "service" visit by some other member of the State Board during the year. Also, the local organization is free to ask you to return at local organization expense at any time it is felt your services are needed.

During your visit you should strive to encourage the local organization to increase its membership, to work toward forming a new local organization, to have more members interested in the state level of work and, above all, try to impress upon it that the state federation cannot be stronger than the local organizations; our entire organization depends upon local, small organizations and individual members.

Should you be the main speaker at a program meeting or make informal comments at a business session, be sure your topic is Federation. In most local organizations, the majority of the members never attend a state meeting. This may be the first time they have seen a member of the State Board; therefore, the workings of the federation are "new" to them.

G. Duties of the Vice Director

Prepare the flyer/brochure and a copy of the press release for the Conference. A copy is to be sent to the Regional Advisor and State President for approval prior to mailing. After approval, each local is to be sent a copy as well as state officers, state committee chairs, PSP and others as the regions feel’s deemed to send.

H. Assist in Forming New Local Organizations

Any time there is a possibility of a new local organization in your region, contact your state membership chair and state president for any advice or assistance.

 

I. Any Local May Sponsor a New Local Organization

Local organizations are organized as a result of contacts that may develop either through a nearby local organization or directly with the officers of the federation.

II. Local Organization Prospect

A prospective local organization is a group of eligible business and professional individuals who are interested in the program and activities of our state and national federations.

A community suitable for a business and professional women’s local organization should have adequate population and resources to support a local organization and add to its future growth and development.

A local organization must have a minimum of ten (10) active members of whom at least twenty percent (20%) must be employed. It is recommended that there be a minimum of twenty (20) members in a new local organization with prospects of at least 20 more members as a nucleus for local organization expansion.

III. Preliminary Steps

Before any preliminary action is taken regarding a new local organization in an unorganized community, the local organization president shall:

Contact the state membership chair regarding history and background. Write to her in triplicate so that she may send copies to the state president and regional director.

If the organization is approved, discuss plans with his/her own local organization board members to develop additional contacts.

Under direction of the state membership chair set up organization plans with the prospective local organization members (all organization materials will be provided by the state federation).

Make progress reports on all meetings regarding new local organizations to the State Membership Chair, in triplicate. If sufficient interest is reported to assure success, a state representative will be sent to attend the next meeting.

Membership

A local organization applying for membership in the state federation shall furnish the state president an application in triplicate that bears the signatures of the local organization president and the local organization-recording secretary. With the application the local organization shall send three copies of the local organization’s bylaws and three copies of the officer-chair lists. The president, whose responsibility will be to see that there are no provisions in conflict with the National Articles of Incorporation or National Bylaws, will return an approved copy of the bylaws to the local organization.

Copies of the statement of local organization membership (three copies for the National Executive Offices and six copies for state officers and chairs) accompanied by state and national dues for each name appearing on the roster and $10.00 National Conference dues, shall be sent to the State treasurer with the lists.

When the application, bylaws, dues, and charter memberships list have been received and approved, a charter signed by the national president and countersigned by the state president is transmitted to the state president for presentation to the new local organization.

Arrangements for a Charter Presentation Meeting are handled through the state president and state membership chair.

The state president appoints the state representative to the charter meeting.

CHAPTER III

THE LOCAL ORGANIZATION

I. There cannot be any auxiliary or other members in any way associated with the local organization who is not listed in the roster submitted and for whom state and national dues have not been paid.

II. A member who has paid dues to one local organization for the currant fiscal year, and is in good standing in that local organization may request transfer to another local organization. A local organization may not refuse to accept the transfer of a member in good standing.

III. A local organization, which permits its membership to pause for a period of a full fiscal year or more, may reorganize and apply for a charter as a new local organization. A local organization having less than five members on October 1^st shall be given to May 31^st to raise the membership to five before being dropped from the federation roster.

IV. Dual membership is allowed – but member only has one vote during state elections.

 

In addition to a minimum of twenty percent (20%) of employed members, a local organization, to be eligible for admission, may not be an integral part of any other organization. In addition, bylaws must be consistent with mandatory provisions of the model local organization bylaws and any provision of state bylaws affecting the local organization.

I. Local organization officers and chairs shall be those required by BPW/USA, as set forth in model local organization bylaws. Any questions as to duties should be directed to the state president.

II. No officer shall serve more than two consecutive terms.

III. Six months or longer shall be a term of office when determining eligibility for re-election.

 

I. Out of state

When a member in good standing moves to a locality outside of her own state, it shall be the duty of the local organization to which the member belongs to send information in regard to her change of address to the national office and state membership chair. The national office will then send this information to the president of the local organization in the locality to which the member has move.

II. Within the state

When a member in good standing moves within the state, the local organization president shall send the change of address information direct to the president of the local organization in the member’s new place of residence or to the regional director of the region of the member’s new residence. The local organization president shall also send the member’s new address to the National Executive Office and the state membership chair.

I. Budget - Each local organization should have a budget, prepared at the beginning of the year.

II. Letterhead - It is suggested that each local organization have a proper letterhead.

III. Bylaws - Each local organization shall have its own bylaws, and they shall be

kept on a current bases. All approved amendment(s) to the bylaws shall be sent

to the State Bylaws Chair for review and approval. Model local organization

bylaws from BPW/USA contain certain provision, which are mandatory to

insure conformity with National Bylaws.

IV. Membership Lists - Local organization membership lists should NOT be given out for public mailing lists.

V. Developing Leadership - Local organization leaders should take the initiative in developing leadership within the local organization. It is important the each local organization have members who have a good federation background. Those members are needed who are willing to ready to assume leadership in local organization offices, in committee work, and in special assignments. Members should be urged to attend region, state and national meetings.

VI. President’s Expenses to State Convention and National Conference - Each local organization should make every effort to send its president to the state convention and national conference with all expenses paid, if possible, or at least partially paid.

VII. Each local organization shall be entitled to representation at state and national conferences. Representation shall be active, paid members. Local organization should stress the importance of attendance at state and national conferences and regional conference. A definite attempt should be made to send to the state and national conferences as many members as the local organization can. It would be wise to include an item in the local budget to help defray some of the expenses of these members.

VIII. Presenting Candidates for Office - Local organizations should become familiar with the procedure for presenting candidates for state office through the State Nominating Committee. Great care should be taken to select only well qualified members for endorsement through this committee.

IX. Soliciting the Support of a Candidate - A local organization should not solicit another local organization’s support of its candidate for office until the credentials of all candidates appear in the Arkansas Business Woman [need to add website, list serve or other media source.] It should be remembered that a nominee for office is not a candidate until that member is presented to the federation by the chair of the Nominating Committee through the state publication [need to add website, list serve or other media source; may want to revise this entire section.]

X. Candidates for Chairs - If there are members in a local organization qualified to serve as state committee chairs, this should be called to the attention of the nominating committee and/or the state president by letter.

XI. Qualified Members for Policy Making Posts -Local organizations should be on the alert for members who are qualified to serve in policy making posts on the local, state, and national level. The names and qualifications of these members should be sent to the state president.

XII. Contributions to Arkansas Business Woman - Each local organization should contribute news regularly to the Arkansas Business Woman. This news should reach the bulletin editor by the deadlines set at Post-convention Board. Local organizations also are encouraged to obtain appropriate advertising for the magazine.

XIII. Protocol for Visitors - The national president is the executive officer of BPW/USA. The state president is the executive officer of the Arkansas Federation. As such they should be accorded every courtesy in planning a program.

Invitations should include the date and type of meeting, name of the speaker, and whether dress is formal. If the invited guest is the speaker, state the topic or suggested content of talk. Determine before the meeting if speaker will need podium or lectern. Do not plan a long program prior to an address by a guest speaker. Prior to the address, make all introductions, thanks, and announcements. After the address, thank the guest speaker and adjourn the meeting.

Arrange for the guest to be met and for his/her transportation to the meeting.

In planning the meeting, check the physical arrangements of the meeting place: ventilation, distracting noises, table arrangements (so that all may see). Lighted candles should be extinguished before the address of the speaker.

The local organization president presides over the meeting. The guest speaker is seated at the right of the president. If the president does not introduce the speaker, the person introducing the speaker sits at the right of the speaker. If a committee chair presents the program, the president opens the meeting, makes necessary comments and then introduces the committee chair that in turn presents the program. The President NEVER "turns the meeting over to the chair – the President introduces the chair who will present the program. If the committee chair introduces the speaker, the chair sits at the speaker’s right - if someone else introduces the guest speaker, the committee chair sits at the left of the president (provided the national president or the state president is not a guest). Of course, if the national president or the state president is guest speaker, he/she is at the right of the president. If the national president or the state president is seated on the left of the president, then the committee chair is seated left of the person seated on the left of the president. One rule never changes the guest speaker is seated on the right of the presiding officer and is always last on the program.

Introducing the Speaker - The purpose of an introduction is to help the speaker get off to a fast start - on the right foot. The best way to accomplish this purpose is to answer briefly the four questions:

a. Why this subject?

b. Why this subject before this audience?

c. Why this subject before this audience at this time?

d. Why this subject before this audience at this time by this speaker?

If the four questions are answered skillfully, the short prelude of the introduction will create a pleasant harmony between subject, audience, occasion, and speaker. The critical moment of an introduction is the moment of presentation. Handle this moment carefully. Make it a climax, not an inaudible afterthought. At the last word of the last sentence, with a climactic intonation of unmistakable finality, announce the speaker’s name. Announce it clearly and with sharply increased volume: "Ladies and gentlemen, I present to you (slight pause) Name of speaker." Continue to face the audience as you deliver this last sentence, in order that the speaker’s name is not lost through a premature turn of the head. Then swing swiftly about and face the speaker remain standing in this position until the speaker rises and acknowledges the introduction with a nod and the customary "Sir/Madam Chair." Then sit down. Your work is done.

The guest speaker and other guests of the local organization should be provided with tickets for their meals in advance, if possible.

Financial arrangements as to travel, hospitality, etc, should be made with guest speaker prior to meeting and check enclosed in envelope should be handed to guest speaker prior to the meeting.

The chair of arrangements should see that each person to be seated at the head table is notified, given the time and place of meal and the manner of dress expected.

Introductions should be made in order of the importance of offices held in the federation, of positions held in the nation, state, or community. Do not introduce guest speaker when other guests are introduced.

In planning a program, if an invocation and pledge of allegiance are both included, the invocation is first and the pledge of allegiance follows.

"I pledge allegiance to the Flag of the United States of America, and to the Republic for which it stands, One Nation under God, indivisible, with Liberty and Justice for all."