Operating Procedures LWVPRA

Operating Procedures and Policies
for LWV Park Rapids Area LLC

(Approved at Annual Meeting May 5, 2015)

(Language changes made at Annual Meeting May 11, 2017)

(Language changes for duties of officers & committee chairs May 8, 2019)

(Minor Language changes within the procedures and deleted the sections on consensus.  Also changed the order of the procedures: May 24, 2023)
 
LWV MINNESOTA NONPARTISAN POLICY:
League of Women Voters Minnesota is nonpartisan in both our education and advocacy. We never support political parties or candidates for public office.
Mission of League of Women Voters Minnesota (LWV Minnesota)

The mission of LWV Minnesota is to encourage the informed and active participation of citizens in government. LWV Minnesota takes action on selected governmental issues after study and agreement by our membership. LWV Minnesota encourages members to be informed participants in political activity, but as a nonpartisan organization, it neither opposes nor supports any political party or candidate for public office, even when the office is unaffiliated with a political party.

Taking positions on issues of public policy is consistent with our nonpartisan role. LWV is nonpartisan so that there is not a question of its interest in anything other than the general good. LWV stands upon principles and policies of legislation designed for the general good.

Our Education Role: We provide nonpartisan information to others with the understanding that they will use it to make their own decisions. We encourage others to register, to vote, and to communicate policy priorities to those in public office. We provide information and training on voting procedures, candidates, issues, effective lobbying, and running for office. Candidate forums are a highly visible example of our education initiatives.

Our Advocacy Role: We are nonpartisan in our advocacy, though we are political in the sense that we seek to affect the outcome of legislation or policy. LWV Minnesota's positions on issues are based on study and consensus by our members. When we work with public officials on legislation or policies that address our concerns on an issue, it is because of their position on that issue, not because of their party affiliation.

Our Transparency and Integrity: To avoid the possible perception of partisanship, we ask our most visible leaders such as the president and voter service chair to refrain from political activity or active partisan support during their terms of office. LWV Minnesota board members are asked to resign or take a leave of absence if they run for public office. While we encourage women and minorities to run for office, we are careful not to imply support for them over other candidates when they do so.  Finally, while we cherish the right to disagree as individuals, when we speak for LWV Minnesota in public, we speak only from LWV Minnesota positions.

Diversity
LWV is an organization fully committed to diversity, equity, and inclusion in principle and in practice. Diversity, equity, and inclusion are central to the organization’s current and future success in engaging all individuals, households, communities, and policy makers in creating a more perfect democracy.

There shall be no barriers to full participation in this organization on the basis of gender, gender identity, ethnicity, race, native or indigenous origin, age, generation, sexual orientation, culture, religion, belief system, marital status, parental status, socioeconomic status, language, accent, ability status, mental health, educational level or background, geography, nationality, work style, work experience, job role function, thinking style, personality type, physical appearance, political perspective or affiliation and/or any other characteristic that can be identified as recognizing or illustrating diversity."  (for more information from LWVUS: https://www.lwv.org/league-management/diversity-equity-inclusion/diversity-equity-and-inclusion-policy

Conflict of Interest Policy
Securing appointments: The board may encourage and assist League members to secure appointments to government boards, commissions, and committees. Unless clearly designated, appointees are not official representatives of the League.

Serving on Boards: Board members may serve on other boards. However, if a serious conflict arises between the two entities, it should be brought to the attention of the League board for direction.

Lobbying: The presidents and chairs of sensitive program portfolios shall not lobby for a position in opposition to or in conflict with a LWVUS, LWVMN, and LWVPRA.

Employment: If a conflict of interest problem arises from employment, it should be brought to the attention of the board.

Stipends: Board members may not accept personal stipends or grants for League projects while sitting on the policy-making board that is responsible for administering a grant. Honorarium: Board members may accept honorarium. 


Speaking With One Voice/Action Guidelines
These guidelines are designed to ensure that the League speaks with one voice. Only the president speaks for the League unless she/he delegates that authority to someone else. Letters, surveys, reports to other levels of League, public statements, and publications all go over the president's name, plus the name of the appropriate chair.

The Board of Directors of LWVMN is the final authority in action policy when resolving conflicts if more than one local League is involved or when state LWV policy is involved. When a position is reached by a League board, a League at another level that disagrees with that position may remain silent, but may not publicly disagree. When a decision or position is reached by a League board, board members may not publicly disagree. League members may always speak in their own name about any issue. Remember that when taking action it should be made clear that all League action is nonpartisan. Action addresses issues rather than candidates or political parties.

Action Alerts:  Local Leagues may receive calls to action from LWVMN and LWVUS in the form of an Action Alert, which give background information on an issue together with action strategies and instructions.
Action suggestions also appear in the Capitol Letter, and other state or national League communications.

Guidelines for communicating with LWVPRA action email list:
The Communication Chair with Action Chair uses best judgment when there seem to be too many messages, as to what to send and not send, making sure that messages with announcements and reminders of local  meetings are emphasized.

When deciding which messages to send via Action Alerts, the Action Chair will take into account whether the message is related to general civic events in Park Rapids, to LWV mission and or positions or events at the county or state level.

• League sponsored and co-sponsored events,
• League speakers at outside engagements.
• Recent or upcoming topics of LWVPRA program.
• Proximity to Park Rapids is also a consideration for sending an event notice via action alerts.
• The subject line will always read LWVPRA and then a substantive description of the message.

Locally Initiated Action
In deciding to take action based on a local position the Board must consider whether the contemplated action falls within the relevant position and whether the local position is consistent with the position of other levels of League. The Board will also want to consider whether members understand and support the action and whether the action would be effective in the community.

Action that would involve contact with government officials at the national level requires consultation with the LWVUS office. As with state-level action, the local League must clear plans with the LWVMN. Contact with the LWVUS office directly or contact the appropriate state program chair or LWVN Legislative Coordinator for guidance. In general, permission to act at the national level may be limited to those included in the LWVUS Advocacy agenda.

Coalition Guidelines
The coalition's major issues should mesh with League positions and be non-partisan, though there need not be a League position on every issue with which the coalition is concerned. The aims of the coalition must not conflict with League positions.
The major goals of the coalition should be in accord with the local, state and national Program, or the goals should be ones the League expects to achieve in the future.
The coalition's activities should bring added effectiveness to the overall efforts to achieve the League's organization, advocacy or educational goals.

• The members of the coalition should be organizations with which the League can work effectively.
• The League should have confidence in the leadership of the coalition and may serve in a leadership capacity.
• Expenditures for work with the coalition (including staff and volunteer time, as well as cash and in-kind expenses) should be worth the investment.
• The League board should approve all financial contributions to the coalition.
• The League representative to a coalition, of which League is a member, must have prior approval of the local League president before making any formal or public statement of a League position on a specific issue. If the League disagrees with the majority opinion of the coalition, a public statement of the League's dissension should be issued.
• The representative in a coalition shall be a local board member.
• Joining a coalition shall be a local board decision.
• When the project is complete, the coalition disbands.
• The President should have a list of coalition representatives.

Co-Sponsoring Events
It is the policy of LWVPRA to share our resources (member talents, energy, and publications) with other community organizations and individuals in lieu of making financial contributions. This policy does not, however, exclude the payment of nominal sponsorship fees to community groups, with board approval. Each situation is addressed on a case by case basis.

Organizations must get permission from LWVPRA to use our name as a sponsor in their written material. If the board decides not to support a group after a period of time, a letter should be sent asking that our name be removed as a sponsoring organization.

Any co-sponsorship by LWVPRA must first be approved by the Board. In deciding whether to sign on as a co-sponsor, the board should consider these factors:

• The program, event, initiative etc. should be aligned with the League's mission or positions
• LWVPRA's commitment should be defined, meaning what is LWVPRA agreeing to do, and for how long
• There should be LWVPRA members willing to fulfill that commitment.
• LWVPRA should be involved in the planning
• LWVPRA's co-sponsorship should end when the event or initiative ends
• The event should maintain or enhance the good reputation of the League of Women Voters


Officers
Enumeration and Election of Officers.  The Officers of the LWVPRA shall be a President, a Vice President, a Secretary, and a Treasurer who shall be elected for terms of two years by the general membership at an Annual Meeting and take office immediately.  The President, and Vice President shall be elected in the same year.  The Secretary and Treasurer shall be elected in the alternate year.  Two or more individuals may be elected to share the office of President.

PRESIDENT:

• Presides at all meetings of the organization and of the Board of Directors
• Serves as official spokesperson for the League, i.e., news releases, public statements and other communications, including those prepared by other committees
• Facilitates communication among levels of League: local, state, and national including participation in any LWVMN conference calls for local presidents.
• Oversees function of officers and may be an ex-officio member of all committees except the Nominating Committee
• Oversees compliance with the policies of LWVMN and LWVUS
• Prepares the agenda for business meetings in consultation with the Secretary
• Attends LWV training opportunities, conventions and council, as possible
• Shall have such usual powers of supervision and management as may pertain to the office
• Performs such other duties as may be designated by the Board
• May, in the absence or disability of the Treasurer and Secretary, sign or endorse checks, drafts, and notes
• Works with a person willing to shadow the position

VICE PRESIDENT:

• Vice President shall, in the event of absence, disability, resignation, or death of the President, possess all the powers and perform the duties of that office until such time as the Board of Directors shall select one of its members to fill the vacancy
• Conducts unit meetings in absence of the President
• Assists President as requested
• Attends LWV training opportunities, conventions and council, as possible
• Serves on the Budget Committee
• Serves on the Membership Committee
• Assists the Communication Committee as needed
• Performs such other duties as the President and Board may designate.
• Works with a person willing to shadow the position

SECRETARY:

• Takes minutes and maintains record of proceedings for five years
• Consults with president on the proposed agenda and meeting notices to the membership
• Acknowledge presenters,  as requested, on behalf of the LWV PR Area
• Conducts meetings in the absence of the President and Vice President
• Attends LWV training opportunities
• Keeps minutes of all meetings of the League and of all meetings of the Board of Directors
• Signs. with the president, all contracts and other instruments when so authorized by the Board and shall perform such other functions as may be incidental to her/his office
• Works with a person willing to shadow the position

TREASURER:

• Keeps record of all income and expenditures in a consistent and transparent manner according to IRS rules.
• Reports income and expenses and presents balance at meetings and status related to annual budget
• Sends out proposed budget to membership in April
• Presents proposed budget at Annual Meeting
• Maintains up-to-date membership roster (in conjunction with membership chair)  and reports changes as they occur to LWVMN
• Updates membership roster (in conjunction with membership chair) annually in order to provide National and State with a base for Per Member Payments.
• Closes books at the end of the Fiscal Year
• Provides for an annual informal audit of financial record with one or two other members
• Attends LWV training opportunities
• Is the custodian of all monies and shall deposit them in a bank designated by the Board of Directors
• Disburses monies only upon order of the Board
• Works with a person willing to shadow the position
• Drafts proposed annual budget with Budget Committee in March

• BUDGET COMMITTEE: (May 11, 2017)  
• Consists of the Treasurer and two other members. The committee will meet at least two months prior to the Annual Meeting. The proposed budget shall be sent to all members one week before the Annual Meeting.
• The committee shall:
• Prepare a budget for the upcoming fiscal year. Propose the amount of the annual dues, which shall be voted on by the general membership of the Annual Meeting
• Submits proposed dues to the members in writing (email) at least one month before the Annual Meeting
• Provides for scholarships to members who need financial help to pay dues


Board of Directors (serve as Committee Chairs)

Powers and Duties.  The Board of Directors shall have full charge of the property and business of the organization, with full power and authority to manage and conduct same, subject to the instructions of the general membership.  It shall plan and direct the work necessary to carry out the Program as adopted by the National Convention, the State Convention, and the Annual Meeting.  The Board shall create and designate such special committees as it may deem necessary.

Responsibilities of Board Members:

• The Board is responsible for the well being and smooth functioning of the League. It carries out overall planning and decision-making. It represents the League of Women Voters of Park Rapids Area.
• As a member of the Board of Directors of the LWVPRA you must:
• Attend and participate in  monthly board meetings (by conference or video call if necessary)
• Please contact the President if you cannot attend
• Keep the board informed of your activities by reporting at board meetings
• Email a summary of your committee’s activities to the  league email address before the business meeting
• Notify the President of any agenda items before the Board meeting
• Deadline for the printed agenda is two days prior to the meeting
• If you miss that deadline, be sure to notify the President prior to the meeting
• Attend Calendar/ Events Planning. Every Board member also is expected to attend calendar planning meetings called by Events/Activities Chair in January. The Board considers total program responsibilities, assesses member commitment, sets priorities for study/action, and then plans League activities that express our goals and priorities. (Ensuring that National League and State calendars are part of the final local calendar)
• Maintain Files. Each committee chair will maintain a 3 ring binder or computer file that will detail the date, attendees, agenda, and summary notes on each meeting. This binder is to be passed to the committee chair that succeeds her/ him in order to provide continuity. Files should be kept for 7 years.

MEMBERSHIP

• Each committee chair will maintain a 3 ring binder or computer file that will detail the date, attendees, agenda, and summary notes on each meeting. This binder is to be passed to the committee chair that succeeds her/ him in order to provide continuity.
• Each chair will coordinate the committee to ensure that the following jobs are completed in a timely way.
• Receives an up-to-date membership roster, from roster manager, including participation in activities
• Encourages members to reach out to and invite friends and acquaintances to League activities
• Maintains record of attendees at all League activities noting activity/event attended
• Follow up with attendees, as appropriate, inviting them to future activities and/or membership
• Maintains a container/bag or tote with resource information for member recruitment
• Makes membership name tags and League buttons available for members to wear at League activities
• Plans and carries out membership recruitment at any program or event during the year.
• Creates various methods of highlighting members and attracting new members.
• Invites non-renewing members, personally, to renew membership for 3-5 years
• Works with a person willing to shadow the position

ACTIVITY/ EVENTS

• Each committee chair will maintain a 3 ring binder or computer file that will detail the date, attendees, agenda, and summary notes on each meeting. This binder is to be passed to the committee chair that succeeds her/ him in order to provide continuity.
• Each chair will coordinate the committee to ensure that the following jobs are completed in a timely way.
• Solicits activity/event suggestions and leaders from membership by Annual meeting
• Meets in March or early April with interested persons to plan proposed program for the year
• Oversees the development of events/activities with the use of the Event Planning Checklist
• Schedules activities/events at various times and places, as appropriate
• Identifies potential allies/partners from the community for each event/activity
• Provides timely news releases for each event/activity to the Publicity and Communications Committees
• Works with a person willing to shadow the position


VOTER SERVICE 

{Co Chairs: Candidate Forums and Voter Awareness & Registration}

• Each committee chair will maintain a 3 ring binder or computer file that will detail the date, attendees, agenda, and summary notes on each meeting. This binder is to be passed to the committee chair that succeeds her/ him in order to provide continuity.
• Each chair will coordinate the committee to ensure that the following jobs are completed in a timely way.
• Follows guidelines as set forth by LWV MN/US
• Participates in any LWVMN conference calls on Voter Services
• Offers nonpartisan Candidate Forums in election years
• Encourages participation in moderator training
• Helps establish a proposed budget with the Treasurer
• Seeks needed funding from grants and other partners as needed
• Gathers a committee to set up events, displays & publicity to raise the importance of being registered and of voting in local elections.
• Works with a person willing to shadow the position

HOSPITALITY {Co Chairs: Refreshments & Welcoming duties}

• Each committee chair will maintain a 3 ring binder or computer file that will detail the date, attendees, agenda, and summary notes on each meeting. This binder is to be passed to the committee chair that succeeds her/ him in order to provide continuity.
• Each chair will coordinate the committee to ensure that the following jobs are completed in a timely way.
• Assigns hosts to provide refreshments,
• Staffs registration table at all League events/activities
• Assigns hosts to meet, greet, and thank attendees at League activities
• Uses name tags for members and participants at events/activities
• Involves new people in assisting with registration, hosting, providing refreshments, set-up, etc.
• Works with a person willing to shadow the position


COMMUNICATIONS/PUBLICITY

• Each committee chair will maintain a 3 ring binder or computer file that will detail the date, attendees, agenda, and summary notes on each meeting. This binder is to be passed to the committee chair that succeeds her/ him in order to provide continuity.
• Each chair will coordinate the committee to ensure that the following jobs are completed in a timely way.
• Maintains  email contact list for members and friends of LWVPRA in order to send out emails on events, programs, action items etc.
• Publishes and distributes e-newsletter and/or links to blogs as published to members and potential members, (mailing hard copies per individual preference)  
• Sends periodic LWV letters to the editor and news releases, utilizing LWV MN/US templates, as appropriate, in collaboration with the President
• Publicizes all League meetings and events, including to members, in consultation with President and other Committees
• Establishes and nurtures strong relationships with media on behalf of League
• Utilizes LWVMN website, LWVPRA website and appropriate social media to the greatest extent possible
• Posts activities/events on LWVMN statewide calendar of events, Volunteer Heartland Lakes website and Lakes Area Chamber of Commerce calendar.
• Works with a person willing to shadow the position

ADVOCACY & PROGRAM ACTION COMMITTEE

• Each committee chair will maintain a 3 ring binder or computer file that will detail the date, attendees, agenda, and summary notes on each meeting. This binder is to be passed to the committee chair that succeeds her/ him in order to provide continuity. Each chair will coordinate the committee to ensure that the following jobs are completed in a timely way.
• Signs up to receive Action Alerts from LWV Minnesota and LWV US to share with membership, as appropriate.
• Provides membership/friends with information/links to receive the LWV Minnesota Capitol Letter and Action Alerts.
• Provides training on how to take Action (lobby) on League issues
• Urges members/friends to respond to Action Alert requests.
• Serves on LWV Minnesota Advocacy & PROGRAM Action Team, if possible or appoint a representative to the committee
• Works with a person willing to shadow the position


NOMINATING COMMITTEE:  The Nominating Committee shall consist of three members serving a 2 year term.  The elected nominating committee chair and two appointed non-board members.  

• Each committee chair will maintain a 3 ring binder or computer file that will detail the date, attendees, agenda, and summary notes on each meeting. This binder is to be passed to the committee chair that succeeds her/ him in order to provide continuity.
• Each chair will coordinate the membership committee to ensure that the following jobs are completed in a timely way.
• Recommends the slate of officers, and committee chairs at the annual meeting  
• Immediately following the presentation of this report, nominations may be made from the floor by any voting member provided the consent of the nominee shall have been secured.
• Election shall be by ballot unless there is only one nominee for an office, in which case it shall be by voice vote
• A majority vote of those present at the annual meeting shall constitute an election
• Manner of Selection and Term of Office.  The Board of Directors shall consist of the officers of the League, and the committee chairs or their representatives.
• Committee chairs shall be confirmed by voice vote at Annual Meeting and serve a term of two years which shall expire at the conclusion of the  Annual Meeting.
• Work with a person willing to shadow the position.

Reimbursement Policy for Conventions, Council, Workshops, or League expenses: (May 11, 2017)

• Must be a member of LWVPRA.
• If a member wishes to attend a workshop that is not sponsored by LWV, request for reimbursement must be pre approved by the board.
• Reimbursements will be made for costs approved at Board Meetings
• Receipts are required for reimbursement requests.
• Reimbursement amount will be determined by a motion passed at monthly business meeting
• If member wishes to donate the expense instead of receiving reimbursement, the best practice is to turn in receipts so that the treasurer can issue a donation acknowledgment.

Honorariums: gifts covering travel and other such expenses by a speaker for a LWVPRA event.
(May 11, 2017)
The following will be considered our standard operating procedures for speakers / presenters for LWVPRA programs

• $25     for a speaker within 30 miles of the event venue.
• $50     for a speaker traveling more than 30 miles to the event venue.

For example, If a speaker requires more than the policy allows, the planning committee must present a request for an exception for board consideration before making a commitment

If the planning committee specifically raised funds in support of an LWV PRA event/program or applies for a grant, those funds will be disbursed consistent with the budget plan submitted to the board by the planning committee.

Membership
Term of Membership: The term of membership shall be one year. The dues will be paid at the Annual Meeting.

Members who do not pay their dues by May 30 will be contacted. Prospective members who decide to join in January or later will pay local dues for the rest of the year, but officially join National and State in May when annual dues will be collected.

Prospective Members-Non-members may attend meetings, and/or study committees, before they are expected to join. They do not have voting rights.

Fiscal Year.  The fiscal year of the League of Women Voters of Park Rapids Area  shall commence on the first day of April each year.

Budget.  A budget for the ensuing year shall be submitted by the Board of Directors at the Annual meeting for adoption.

Annual Meeting
An Annual Meeting of the members shall be held between April 1 and May 31, the exact date to be determined by the Board of Directors.  The Annual Meeting shall:

• Adopt a local Program (policies) within the outline for Events/ Activities/ Calendar for the ensuing year
• Elect officers 
  
• Confirm directors & committee chairs
• Adopt budget
• Transact such other business as may properly come before

Program For Action
Authorization.   The governing  principles (positions) adopted by the National Convention and supported by the League as a whole, constitute the authorization for the adoption of the Program/position.  The Program of the LWVPRA shall consist of action to implement Program (positions) of the LWVUS, LWV Minnesota, and those local governmental issues chosen for concerted study and action.

Members may act in the name of the League of Women Voters only when authorized to do so by the appropriate board. They may act only in conformity with, and not contrary to, a position taken by LWVPRA, LWVMN and LWVUS.

National Convention
The Board of Directors shall select voting delegates to that National Convention in the number allotted to LWVPRA by the LWVMN.

State Convention or Council.  (Alternating years)
The Board of Directors shall select voting delegates to that State Convention or Council in the number allotted to LWVPRA by the LWVMN.

Parliamentary Authority.  Robert's Rules of Order Revised shall govern the organization except when they are not consistent with League Bylaws, and LWVPRA  Policies and Procedures..

Website Policy: (Website launched July 2016)

The LWVPRA website will provide to the citizens of Park Rapids information about public policy/positions/ issues and elections. The LWVPRA website will provide information to our members about membership and organizational activities. All material should be reviewed by the LWVPRA president and the Board before being added to the site. LWVPRA will incorporate a newsletter into a website that will include a blog on recent League activities and information. The LWVPRA Communication Chair or webmaster will be charged with maintaining the website and the Facebook page.