Professional Documents
Culture Documents
March 2013
Table of Contents
The National Council of Negro Women, Inc. Mission Statement ..................... 11 The National Council of Negro Women, Inc. Pledge ........................................ 11 The Greater Pocono Section Inspirational Quote ............................................ 11 ARTICLE I NAME ........................................................................................... 12 Section 1.01 Section .................................................................................. 12 Section 1.02 Articles of Incorporation ....................................................... 12 Section 1.03 Bylaws ................................................................................... 12 Section 1.04 Policies and Procedures Manual ........................................... 13 Section 1.05 Job Description Handbook .................................................... 13 Section 1.06 Record of Updates ................................................................ 13 ARTICLE II - PURPOSES .................................................................................... 14 ARTICLE III AUTHORITY................................................................................. 15 Section 3.01 Parliamentary Authority........................................................ 15 Section 3.02 Matters Not Covered ............................................................ 15 Section 3.03 Limitations ............................................................................ 15 ARTICLE IV MEMBERS .................................................................................. 17 Section 4.01 Membership Categories ........................................................ 17 Section 4.02 Notices to Members ............................................................. 18 Section 4.03 Dues and Fees ....................................................................... 18 Section 4.04 Expiration of Membership .................................................... 19 Section 4.05 Termination of Membership ................................................. 19 Section 4.06 Unused Membership Dues .................................................... 19 Section 4.07 Rights of Members/Associates .............................................. 20 Section 4.08 General Member/Associate Inspection Rights ...................... 20 Section 4.09 Designated Representatives.................................................. 21 Section 4.10 Member/Associate Responsibilities ...................................... 22 Section 4.11 Member/Associate Public Statements .................................. 22 Page | 1 DRAFT: 1 March 7, 2013
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NCNW is a voluntary nonprofit [501(c) (3)] membership organization with the mission to advance the opportunities and the quality of life for African American women, their families and communities. NCNW fulfills this mission through research, advocacy, national and community based services and programs in the United States and Africa. With its 38 national affiliate organizations and its more than 200 community based sections, NCNW has an outreach to nearly four million women, all contributing to the peaceful solutions to the problems of human welfare and rights.
It is our pledge to make a lasting contribution to all that is finest and best in America, so that her heritage of Freedom and Progress will be infinitely enriched by the by integration of all the people (regardless of race, creed, or national origin) in the economic, social, cultural, civic and political life of their country and thus achieve the glorious destiny of a true and unfettered democracy. Founder Mary McLeod Bethunes Pledge for NCNW
Now and in the future, we work to create a lasting contribution to all that is the finest in the Greater Pocono Community and Nation. The Greater Pocono Section of the National Council of Negro Women Inc. will cherish and extend our heritage of freedom and progress so that people of all races, creeds and colors will share and be enriched.
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1. The name of this organization shall be the National Council of Negro Women, Inc.-Greater Pocono Section hereinafter referred to as the Section or GPS.
Section 1.02
Articles of Incorporation
1. In Pennsylvania, the format and contents of Articles of Incorporation are governed by the Nonprofit Corporation Law of 1988, as amended, 15 Pa. C.S.A. 5101 6162 which sets forth the specific provisions or requirements that must be met. 2. Articles of Incorporation must be filed with the Department of State. 3. Articles of Incorporation must contain information including, but not limited to the following: a. the name and registered address of the corporation; b. the purpose for which the organization was formed; c. a statement that the corporation is a not-for-profit corporation incorporated under the Nonprofit Corporation Law; d. the voting rights of members; e. the name and address of each individual incorporator; f. the effective date of the Articles; and g. whether or not the corporation is organized on a nonstock or a stock share basis.
Section 1.03
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Section 1.04
1. The GPS Policies and Procedures Manual officially describe the procedures and policies of the Section. 2. The material within the Manual is subject to change in order to meet the Sections needs.
Section 1.05
1. The GPS Job Description Handbook officially lists the duties of each elected and appointed officer within the Section. 2. The material within the Handbook is subject to change in order to meet the Sections needs.
Section 1.06
Record of Updates
1. All Bylaws revisions and amendments information must appear on the first page of the document. 2. All Job Description Handbook revisions and amendments information must appear on the first page of the document. 3. All Policies and Procedures Manual revisions and amendments information must appear on the first page of the document. See GPS Policies and Procedures Manual: Topic 105-Record of Updates, Bylaws; Topic 106-Record of Updates, Job Description Handbook; Topic 107-Record of Updates, Policies and Procedures Manual
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The purposes of the National Council of Negro Women are To unite non-profit national organizations of women in a council on national organizations primarily concerned with the welfare of Negro women. To promote unity among womens national organizations and among all women and girls in matters affecting the educational, cultural, economic, social, and spiritual life in America. To build a common fellowship of women devoted to the task of developing creative relations among people at home and abroad. To serve as a clearinghouse for the dissemination of information concerning the activities of organized women.
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1. The rules contained in the current edition of Robert's Rules of Order shall be used as a guideline to govern the Section in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the National Council of Negro Women, Inc. and/or the National Council of Negro Women, Inc. - Greater Pocono Section may adopt.
Section 3.02
1. No set of bylaws or Policies and Procedures Manual can cover all circumstances. In the event of an issue arising which is not covered by this document, it will be decided on the basis of fairness, the good of The National Council of Negro Women, Inc.- Greater Pocono Section, and common sense. 2. In the event that federal or state legislation conflicts with the bylaws or the Policies and Procedures Manual, the applicable legislation will be the authority.
Section 3.03
Limitations
1. At no time will the National Council of Negro Women, Inc.-National, regional and/or state level personnel/agents operate in other than an advisory capacity for the decisions, procedures and plans of the Greater Pocono Section. 2. All contact other than the initial mailing of the membership packet must be directly handled through the processes outlined in the GPS Policies and Procedures Manual.
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1. Membership is required to consider oneself a part of the National Council of Negro Women, Inc. National and the Greater Pocono section of the same organization. 2. Upon the completion and receipt of an Application of Membership and payment of NCNW, Inc.-National and Greater Pocono Section annual dues as determined by the Section Bylaws, one becomes a member. 3. National dues are made payable to NCNW, Inc., National; Section dues are made payable to the NCNW, Inc.-Greater Pocono section. The Section may collect both sets of dues and forward national dues payment to NCNW, Inc.-National. 4. Membership categories are determined by the National Council of Negro Women, Inc.-National. 5. The terms member and membership as used in these Bylaws shall refer only to those eligible to cast votes. 6. Members/Associates receive an individual Section membership card. See GPS Policies and Procedures: Topic 72-Member Accommodations, Identification Number INDIVIDUALS 7. Membership in the Section is open to individuals who are committed to its purposes as set forth in GPS Bylaws (Inaugural Edition); Article II-Purposes. 8. Members are females. 9. Youth/Collegiate young women are welcome as members. 10.Associates are males who function as silent supporters. Page | 17 DRAFT: 1 March 7, 2013
Section 4.02
Notices to Members
1. The Section must maintain and execute a plan for forwarding notices to members. See GPS Policies and Procedures Manual: Topic 81-Members, Notices to
Section 4.03
1. Section annual dues shall be for one year. 2. Upon receipt of Section dues, members are agreeing to accept the terms of the current GPS Bylaws and GPS Policies and Procedures Manual. 3. Dues are considered paid when a duly appointed representative of the Section has received it which is then signified by the immediate return of a numbered receipt to the paid individual. 4. It is the responsibility of the Section member/associate to retain proof of updated/continued NCNW, Inc.-National membership. 5. Life and Legacy Life members are exempt from this responsibility as they do not pay national dues at any time as per NCNW, Inc.-National bylaws. See current National Council of Negro Women, Inc.-National Bylaws 6. Dues for membership in NCNW, Inc.-National shall be established as set forth in the National bylaws. See current National Council of Negro Women, Inc.-National Bylaws Page | 18 DRAFT: 1 March 7, 2013
Section 4.04
Expiration of Membership
1. A membership is issued for a period of time, such membership shall automatically terminate when such period of time has elapsed, unless the member a. elects to renew the membership; b. in writing informs the Membership Committee of a dispute relative to dues, fees or other membership impairing matter
Section 4.05
Termination of Membership
1. Ones membership in this Section shall automatically terminate thirty calendar days after the member is sent written notice of the failure to pay dues or fees on or before their due date as presented in the communication. 2. A member may avoid such termination by a. paying the amount of delinquent dues and fees, within the thirty-day period presented; b. filing a dispute through the Grievance Process at which point the issue of termination is discontinued until the process is completed. See GPS Policies and Procedures Manual: Topic 109 Resolution, Grievance Hearing; Topic 49-Finances, Section Membership Dues Billing
Section 4.06
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Section 4.07
1. To attend
Rights of Members/Associates
a. regular membership and committee meetings; b. quarterly Executive Committee meetings as silent observers 2. To participate in Section committees; 3. To support Section activities and events; 4. To work toward becoming a candidate for Section office; 5. To participate in Section discussions; 6. To participate in Section voting with one vote per each voting member; 7. To receive all member/associate communications and notifications; 8. To participate in the grievance process when resolving issues; 9. To inspect all Section records; 10. As per the Commonwealth of Pennsylvania, Office of the Attorney General, Nonprofit Corporation Law of 1988, as amended, 15 Pa. C.S.A. 5101 6162 the following is true a. a voting member may bring a court action to contest activities of a nonprofit organization that affect the members rights or duties. See GPS Bylaws (Inaugural Edition), Article IV-Members; Article X-Elections
Section 4.08
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Section 4.09
Designated Representatives
1. Any members/associates of this Section that are organizations shall exercise all the rights and obligations of membership, including the right to vote, through a designated representative. Page | 21 DRAFT: 1 March 7, 2013
Section 4.10
Member/Associate Responsibilities
1. Attend regular membership meetings on the second Saturday of each month except in July and August. 2. Keep all personal contact information current with NCNW, Inc.-National and the Greater Pocono Section. 3. Keep national and Section annual dues current, maintaining membership in both concurrently. 4. Retain proof of national and Section dues status. 5. Signing in on attendance sheets for all regular membership meetings and events is mandatory. 6. Immediately provide written notification to the Membership Committee Chair of any error in membership designation.
Section 4.11
1. Greater Pocono Section members/associates are not authorized to speak on behalf of the Executive Committee as a whole, other Executive Committee members and other Section members. There is a standing mandatory disclaimer for any private publication or public statement. 2. For all purposes, such disclaimer must indicate that the views and statements expressed are those solely of the individual and do not
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Section 4.12
1. There is no attendance criteria for members who are other than elected and appointed officers.
Section 4.13
1. At any time members/associates may request in writing a leave of absence. See GPS Policies and Procedures Manual: Topic 73-Member Accommodations, Leave of Absence; Topic 81-Members, Readmission of; Topic 82-Members, Reapplication of; Topic 84-Members, Reinstatement of
Section 4.14
Non-Voting Membership
1. The Executive Committee along with the voting members shall have the authority to establish and define non-voting categories of membership. 2. Associates (men) do not vote at any time.
Section 4.15
1. Within 14 calendar days of the completed membership process as set forth in GPS Bylaws (Inaugural Edition), Article IV-Members; Section 4.01: Membership Categories, new members/associates must be notified via email from the Membership Committee of their initial membership status. 2. Membership status may change. The Membership Committee must notify the member/associate of said change via email no less than 14 calendar days before the regular membership meeting. Such notice must include the remedy for curing the membership problem.
Section 4.16
Conversion of Membership
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Section 4.17
1. Any member may transfer to the Greater Pocono Section from another Section currently recognized by NCNW, Inc.-National. 2. Persons seeking such transfer from a Section not currently recognized by National will be considered as a new member pending completion of an Application for Membership. See GPS Policies and Procedures Manual: Topic 74-Member Accommodations, Transfer of Membership Location
Section 4.18
Resignation of Members/Associates
1. Any member/associate may resign at any time by filing a written resignation letter to the Membership Committee or designee. 2. All resignation letters must be read to the body at the next regular membership meeting by the Corresponding Secretary. The letter is then stored by the Corresponding Secretary or Executive Secretary with a copy of same forwarded to the Membership Committee. 3. Resignation does not relieve the resigning member/associate of any accrued but unpaid obligations.
Section 4.19
Reinstatement of Members
1. Reinstatement is appropriate if membership termination has been for a period of twelve months or less. See GPS Policies and Procedures Manual: Topic 84-Members, Reinstatement of
Section 4.20
Readmission of Members/Associates
1. Readmission is appropriate if membership termination has been for a period of more than twelve months and up to seven years. Page | 24 DRAFT: 1 March 7, 2013
Section 4.21
Reapplication of Members/Associates
1. Reapplication is appropriate if membership termination has been for a period of more than seven years. See GPS Policies and Procedures Manual: Topic 83-Members, Reapplication of
Section 4.22
See GPS Policies and Procedures Manual: Topic 71-Member Accommodations, Disability Relief from Payment
Section 4.23
See GPS Policies and Procedures Manual: Topic 75-Member Accommodations, Unemployment Relief from Payment
Section 4.24
Benevolence Outreach
See GPS Policies and Procedures Manual: Topic 76-Member Benefits, Benevolence Outreach
Section 4.25
Grievance Process
See GPS Policies and Procedures Manual: Topic 109-Resolution, Grievance Hearing
Section 4.26
Distribution of Bylaws
1. Within 14 calendar days of the completed membership process, new members must receive via email a copy of the most recent NCNW, Inc.Greater Pocono Section Bylaws. 2. At all regular membership meetings, a hard copy of the most recent NCNW, Inc.-Greater Pocono Section Bylaws and NCNW, Inc.-National bylaws must be available to the public for on-site review only.
Section 4.27
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4. Beta Pi Sigma Sorority, Inc. 5. Chi Eta Phi Sorority, Inc. 6. Chums, Inc. 7. Continental Societies, Inc. 8. Delicados, Inc. 9. Delta Sigma Theta Sorority, Inc. 10. Eta Phi Beta Sorority, Inc. 11. Gamma Phi Delta Sorority, Inc. 12. Grand Temple Daughters of Elks 13. Iota Phi Lambda Sorority, Inc. 14. Ladies Auxiliary, National Dental
Association
23. Sigma Gamma Rho Sorority 24. Swing Phi Swing 25. Social Fellowship, Inc. 26. Tau Gamma Delta Sorority 27. The Charmettes, Inc. 28. Top Ladies of Distinction, Inc. 29. Twigs Social & Civic Club, Inc. 30. Womens Home & Overseas
Missionary Society, AME Zion
15. Las Amigas 16. Les Gemmes, Inc. 17. National Association of Negro Business
& Professional Womens Clubs
19. National Black Nurses Association, Inc. 20. National Sorority of Phi Delta Kappa,
Inc.
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NCNW, Inc.-Greater Pocono Section Bylaws APPENDIX C: FREEDOM OF INFORMATION ACT (FOIA) FEE SCHEDULE
Last updated on www.irs.gov August 2, 2012 Consult the IRS website for updated information.
Type of Request
COMMERCIAL REQUESTERS
Type of Charge
Copying charges
Price
$.20 per page $17.00 per hour or fraction of an hour (charges for computer searches may include search time expended by employees plus the actual direct costs to the IRS for performing the electronic search such as computer search time, runs, and the operators salary). $21.00 per hour or fraction of an hour. No fee charged if total charges are $10.00 or less. No charge for first 100 pages; $.20 per page thereafter. No fee charged if total charges are $10.00 or less. No charge for first 100 pages; $.20 per page thereafter. No fee charged if total charges are $10.00 or less. No charge for first 100 pages; $.20 per page thereafter. No charge for first 2 hours (or equivalent computer search cost); $17.00 per hour or fraction of an hour plus any direct electronic search costs thereafter. No fee charged if total charges are $10.00 or less. shipping costs; employee transportation; contractor duplication costs; video tapes; computer disks; and shipping, etc. The charge for a copy of tax return as filed is $57.00.
COMMERCIAL REQUESTERS
Search charges
COMMERCIAL REQUESTERS COMMERCIAL REQUESTERS MEDIA REQUESTERS MEDIA REQUESTERS EDUCATIONAL OR NONCOMMERCIAL SCIENTIFIC INSTITUTION REQUESTERS EDUCATIONAL OR REQUESTERS OTHER REQUESTORS (INDIVIDUALS SEEKING RECORDS FOR THEIR OWN USE) OTHER REQUESTORS
Review charges Minimum charges Copying charges Minimum charges Copying charges Minimum charges Copying charges
Search charges
OTHER REQUESTORS
Minimum charges
Fees may be assessed at actual cost for any request that requires special services or materials. These services are provided at the discretion of the IRS and may include: certification fees ($1.00 per document certified;
OTHER CHARGES
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DESCRIPTIONS OF REQUESTERS 1. Media Requester: a representative of the news media affiliated with the XXXX newspaper (magazine, television station, etc.), and this request is made as part of newsgathering and not for a commercial use. 2. An Educational Institution Requester or a Non-Commercial Scientific Institution Requester affiliated with an educational or noncommercial scientific institution, and this request is made for a scholarly or scientific purpose and not for a commercial use. 3. A Commercial-Use Requester affiliated with a private corporation, seeking information for use in the company's business. 4. An Other Requester seeking information for non-commercial or personal use.
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1. All officers shall assume the responsibility of their elected or appointed office on September 1 and shall be installed at the first regular membership meeting following that date. 2. As of October 1, the transition process is deemed to be complete and finalized. See GPS Policies and Procedures Manual: Topic 99-Officers, Transition of
Section 5.02
1. 2. 3. 4. 5. 6. 7. 8. 9.
President First Vice President Second Vice President Third Vice President (her primary function will be to supervise, coordinate and help plan activities for the youth members) Recording Secretary Corresponding Secretary Treasurer Financial Secretary Members-at-Large Appointed Officers of the Section
Section 5.03
1. 2. 3. 4. 5. 6. 7. 8.
Parliamentarian (serves as a member of the Executive Committee) Executive Secretary Assistant Recording Secretary Assistant Corresponding Secretary Assistant Treasurer Assistant Financial Secretary Committee Chairperson Committee Member DRAFT: 1 March 7, 2013
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Duties of Officers
See GPS Policies and Procedures Manual: Topic 91-Officers, Dereliction of Duty
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1. Regular membership meetings must be held at least once per month from September through June with no membership meetings in July and August. 2. The regular membership meeting occurs the second Saturday of each month from 12 noon-2pm. 3. Committee meetings are held as needed.
Section 6.02
Notice of Meetings
1. The Corresponding Secretary is responsible to provide prior notice for all meetings except Committee meetings. 2. For the regular membership meeting, the Corresponding Secretary provides electronic notice (i.e. automated phone call, email, text, etc.) no less than 14 calendar days before the second Saturday in each month except July and August when there are no scheduled meetings. 3. For special meetings, the Corresponding Secretary must ensure that all members/associates receive electronic notification with all pertinent information no less than 5 calendar days before the advertised date. 4. For the annual election, the Corresponding Secretary contacts all members/associates via electronic notification by each of the following dates: February 1, March 1, April 1 and May 1. 5. For special elections, the Corresponding Secretary contacts all members/associates via electronic notification no less than 14 calendar days before the advertised date. 6. For the four mandatory quarterly Executive Committee meetings, the Corresponding Secretary provides email notification not later than 14 Page | 31 DRAFT: 1 March 7, 2013
Section 6.03
Quorum
1. A quorum is the minimum number of voting members who must be present for valid transactions of business, motions made or passed, votes taken. 2. Nine voting members and at least one elected officer will constitute a quorum for the regular membership meeting. The officers are counted as voting members for this purpose. 3. A designated representative is counted once as the representative for her organization. 4. Four elected officers will constitute a quorum for mandatory quarterly Executive Committee meetings. 5. Additional Executive Committee meetings do not require a quorum of officers. 6. There is no quorum required for special membership meetings. 7. Three elected officers constitute a quorum for an Executive Committee special meeting. 8. There is no quorum required for committee meetings. 9. For all meetings, in the absence of a quorum and within 10 minutes of the call to order, no formal action shall be taken except to permanently adjourn the meeting for that day.
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Section 6.04
1. The President or another Executive Committee member must call the meeting to order on time. 2. The President or Presiding officer verifies the presence or absence of a quorum through the Membership Committees announcement of number of voting members present. 3. If no elected Executive Committee member (not to include the Recording Secretary) calls the meeting to order, the meeting is permanently adjourned 16 minutes after the advertised call time (12:16pm EST) unless there have been further instructions from another Executive Committee member. 4. The names of all Executive Committee members who are present and absent must be duly recorded in the minutes of the adjourned meeting. 5. There is no motion needed to adjourn the meeting if it has not been called to order.
Section 6.05
Meetings by Telecommunication
1. The Executive Committee, membership, Section committees and Section entities reserve the right to use teleconferences for meetings as they deem necessary. 2. Such meetings are structured as set forth in the GPS Policies and Procedures Manual. 3. Only voting members are eligible to use this option. 4. Members on the phone will be counted toward the quorum. See GPS Policies and Procedures Manual: Topic 64-Meetings, By Telecommunication for Members/Associates Page | 33 DRAFT: 1 March 7, 2013
1. All members who are current in their national and local dues are considered to be voting members. 2. All dialogue must be directed to the President or the Presiding Officer chairing the meeting. 3. Meeting attendees must be recognized by the President or the Presiding Officer before each instance of participation. 4. Only one person may speak at a time. Cross conversation is not encouraged. 5. An agenda must be used at all times. 6. When time is called on an agenda item, it must either be resolved immediately or a motion made to handle it in an alternate method.
Section 6.07
Meeting Agendas
1. There must be an agenda. 2. All finalized regular membership meeting agendas including any Added Member agenda items must be available electronically to all members no less than 14 calendar days before the second Saturday of each month. The months of July and August are excluded as there are no general membership meetings at those times. 3. All finalized Executive Committee meeting agendas including any added Executive Committee member agenda items must be available electronically to all Executive Committee members no less than 14 calendar days before the advertised date of the meeting. 4. All finalized special meeting agendas must be available electronically to all members no less than 3 calendar days before the advertised date of the meeting.
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Section 6.08
Meeting Minutes
1. Corrections to all minutes are only made publicly during the next regular membership meeting. 2. Minutes of the regular membership meeting are to be prepared and distributed electronically to all members no later than 14 calendar days after the meeting is held. (Example: Meeting held April 18, minutes distributed no later than May 2) 3. Minutes of the Executive Committee meetings are to be prepared and distributed electronically to all officers no later than 14 calendar days after the meeting is held. 4. Minutes of Executive Committee special meetings are to be prepared and distributed electronically to all officers no later than 7 calendar days after the meeting is held. 5. Minutes of regular membership special meetings are to be prepared and distributed electronically to all members/associates no later than 7 calendar days after the meeting is held. 6. Minutes of the annual meeting are to be prepared and distributed electronically to all members/associates no later than 14 calendar days after the meeting is held. 7. Minutes of special election meetings are to be prepared and distributed electronically to all members/associates no later than 7 calendar days after the meeting is held.
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Section 6.09
Recording of Minutes
1. If the Recording Secretary or her designee records any meeting, the resulting media is used only to assist in transcribing the action taken and must be destroyed after the minutes are approved. 2. No one other than the Recording Secretary may have access to these media recordings as they are only to be used as an aid and are not the official minutes. Media obtained for this purpose cannot be used as a substitute for the official minutes.
Section 6.10
Method of Voting
1. There must be a quorum call by the President to establish the presence of a quorum. 2. Members must not vote when a motion is of direct personal or monetary interest to the member. 3. In all voting, there must never be more votes cast than the number of voting members present determined at the beginning of the session. 4. Voting that must occur by secret ballot are a. Elections at any meeting b. Any vote of confidence c. Adoption of fiscal years budget d. General membership ratification of Sections convention delegates Page | 36 DRAFT: 1 March 7, 2013
Section 6.11
1. The Section must maintain a procedure for authorizing visitors as participants in regular membership meetings. 2. Such participation must align with the purposes of NCNW, Inc. as presented in the current National bylaws. See GPS Policies and Procedures Manual: Topic 62-Meetings, Approved Visitor Participation; Topic 105-Professionalism, Approved Presenter
Section 6.12
1. Regular membership meetings are held regularly and called for the purpose of discussing all matters related to the Greater Pocono Section.
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Section 6.13
1. Any voting member in the local section can add an item to the agenda. See GPS Policies and Procedures Manual: Topic 2-Agenda, Regular Membership Additions
Section 6.14
1. Membership meetings must only be cancelled due to weather or other national emergency advisories/warnings. 2. The Executive Committee must ensure all members are immediately aware of meeting cancellation and use the existing contact information of record. See GPS Policies and Procedures Manual: Topic 63-Meetings, Automated Phone Calls
Section 6.15
1. A special meeting is defined as a meeting to discuss Greater Pocono Section concerns at which visitors are excluded. 2. A special meeting of the general body cannot be held in July and August and must not exceed one hour from the advertised call time. Page | 38 DRAFT: 1 March 7, 2013
Section 6.16
1. A special membership meeting may be cancelled no less than 48 hours before the advertised call date and time of the meeting. See GPS Policies and Procedures Manual: Topic 7-Cancellation, Special Membership Meeting
Section 6.17
Annual Meeting
1. There shall be an annual meeting of the NCNW, Inc.-Greater Pocono Section membership held the second Saturday in May for the main purposes of a. annual elections and b. the renewal of appointed officers and c. appointment of volunteers for elected/appointed officer positions and d. selection of convention section delegates and Page | 39 DRAFT: 1 March 7, 2013
Section 6.18
1. The annual meeting may not be cancelled unless national emergency or advisory warnings are offered on local or national news channels. See GPS Policies and Procedures Manual: Topic 63-Meetings, Automated Phone Calls
Section 6.19
1. By September 1, the strategic plan for the year must be completed in writing and ready for distribution to all members of the Greater Pocono Section. 2. The membership will have reviewed and be ready to vote on the adoption of the Strategic Plan at the October regular membership meeting. 3. By September 1, all standing committee budgets must be completed in writing and submitted to these entities: Executive Committee, Audit/Budget Committee and Finance Committee. 4. The Strategic Plan Meeting must result in finalized budgets and plans to be presented and adopted by the general membership at the October regular membership meeting.
Section 6.20
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Section 6.21
See GPS Bylaws, (Inaugural Edition); Article VI -Executive Committee, Section 6.06: Executive Committee Meetings
Section 6.22
1. Appointed officers are not members of the Executive Committee and do not regularly attend their meetings but can be asked to attend from time to time. 2. Any elected officer can add an item to the agenda. 3. Appointed officers are limited to adding items to the regular membership meeting agendas only. See GPS Policies and Procedures Manual: Topic 1-Agenda, Executive Committee Meeting Additions
Section 6.23
1. Mandatory quarterly Executive Committee meetings may not be cancelled unless national emergency or advisory warnings are offered on local or national news channels. 2. Additional Executive Committee meetings may be cancelled. See GPS Policies and Procedures Manual: Topic 63-Meetings, Automated Phone Calls
Section 6.24
1. Special Executive Committee meetings are called for the purpose of discussing issues of concern related to the Greater Pocono Section. Page | 41 DRAFT: 1 March 7, 2013
Section 6.25
1. A special Executive Committee meeting may be cancelled no less than 72 hours before the advertised call date and time of the meeting. See GPS Policies and Procedures Manual: Topic 6-Cancellation, Special Executive Committee Meeting; also GPS Policies and Procedures Manual: Topic 63-Meetings, Automated Phone Calls
Committee Meetings
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Ongoing/Unfinished Business
Specify agenda item Specify agenda item Specify agenda item
New Business
Specify agenda item Specify agenda item Specify agenda item
Announcements: Corresponding Secretary Adjournment of Meeting Member participation occurs throughout the meeting
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1. The Executive Committee reserves the right to create and disband committees as meets the Sections needs.
Section 8.02
Committee Composition
1. There will be at least one member other than the Chairperson for any committee. The Nominating Committee is the exception to these rules. See GPS Bylaws (Inaugural Edition); Article IX-Elections, Section 9.09: Nominating Committee 2. These members a. must be current in both their national and local dues b. reflect a cross-section of the general membership to first include i. youth/junior/collegiate representation ages 14-18; ii. then non-officers and; iii. finally members who already serve in another capacity within the Section c. must include non-Executive Committee members 3. Vacancies in any Committee are filled by the Committee advertising for volunteers from the general membership then by the Committee Chair in consultation with the Executive Committee. Notice of new Committee members is provided to the President and the Executive Committee as a courtesy.
Section 8.03
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Section 8.04
Term of Office
1. The Committee Chair is subject to term limits. Each term is measured as the duration of a fiscal year. She shall serve a maximum of two consecutive terms. The exclusion is when she is completing the term of the previous Chair who has vacated her position for any reason. In this instance, the two consecutive terms begin upon her selection to the first full term. 2. Committee members are not subject to term limits.
Section 8.05
See GPS Policies and Procedures Manual: Topic 11-Committees, Member Selection Criteria
Section 8.06
Training
Section 8.07
1. Standing
Types of Committees
Section 8.08
See GPS Policies and Procedures Manual: Topic 9-Committees, Electronic Mail
Section 8.09
1. It is the responsibility of the Executive Committee to inform the affected Committee and its members of resignations. See GPS Policies and Procedures Manual: Topic 14-Committees, Resignation from
Section 8.10
Committee Recordkeeping
1. All committees are responsible to manage and maintain a recordkeeping system. 2. The Executive Committee is responsible to determine and provide the backup system used to store Committee documents as part of the Sections records retention. 3. All Committee records and Section issued materials remain the property of the Greater Pocono Section. See GPS Policies and Procedures Manual: Topic 13-Committees, Recordkeeping
Section 8.11
Committee Expectations
See GPS Policies and Procedures Manual: Topic 12-Committees, Participant Expectations
Section 8.12
Meetings by Telecommunication
1. Committees reserve the right to hold meetings via telecommunication as they deem necessary. Page | 62 DRAFT: 1 March 7, 2013
Section 8.13
Meeting Schedules
1. All mandatory meetings must appear on the Master Calendar due September 1 of each year. 2. Committees reserve the right to schedule additional meetings to meet the Sections needs.
Section 8.14
Risk Management
1. Committees must exercise due diligence in reporting issues and concerns to the Committee Chair for resolution. 2. Issues that remain unresolved must be reported to the Executive Committee for resolution.
Section 8.15
Committee Expenditures
1. Committees only have the ability to spend funds if they have been awarded a budget. See GPS Policies and Procedures Manual: Topic 10-Committees, Expenditures
Section 8.16
Committee Budget
1. Each Chair of a committee that anticipates any income or expenses during the year will submit a proposed budget to the Section Treasurer at least one month before the beginning of each fiscal year so that the Treasurer may integrate these needs with the club's cash flow.
Section 8.17
Committee Finances
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Section 8.18
Executive Committee
Section 8.19
1. The role of this committee is to track and audit all financial records. 2. Chairperson is selected by the members of the Committee. 3. The President does not serve on and is not an ex-officio member of this Committee. 4. The Treasurer and or Financial Secretary are standing members of the Audit/Budget Committee. 5. No one may be a member of the Budget Committee who is recommended in the budget to receive funding for services provided 6. Members of this Committee must work toward the following a. Understanding financial statements; b. Understanding financial risks; Page | 64 DRAFT: 1 March 7, 2013
Section 8.20
1. The role of this committee is to formulate, regularly review and update the Sections bylaws. 2. Chairperson is selected by the members of the Committee. 3. The President does not serve on and is not an ex-officio member of this Committee. 4. Rewrites the bylaws as the Sections needs change 5. Responsible to review bylaws on a yearly basis to ensure conformance with changes that occur on a national level and communicate changes to the general membership.
Section 8.21
1. The role of this committee is to monitor the finances of the organization and manage the Executive Committees commitment to their fiduciary responsibilities. 2. This Committee gives the Executive Committee control over the finances of the Section and helps them fulfill their fiduciary responsibilities. Page | 66 DRAFT: 1 March 7, 2013
Section 8.22
1. The role of this committee is to maintain Section membership. 2. Chairperson is the Sections Second Vice President. 3. The President may serve on this Committee but is an ex-officio non-voting member. Page | 68 DRAFT: 1 March 7, 2013
Section 8.23
1. The role of this committee is to determine the purpose of, organize and execute Section events a. To raise funds b. To attract new members and volunteers c. To educate the public about the Section and its work 2. Chairperson is the Sections First Vice President. 3. The President may serve on this Committee but is an ex-officio non-voting member. 4. Responsible to structure, manage and cause to occur at least one main event in any two quarters of the fiscal year. 5. Provide a snapshot oral presentation of the monthly written report to the general membership. 6. Organize and manage the planning and execution of major Section events to include a comprehensive timeline incorporating deadlines. 7. All events must include planning in each of these areas: a. Marketing b. Volunteers Page | 69 DRAFT: 1 March 7, 2013
Section 8.24
1. These committees are in place to support NCNW thrusts a. Dorothy I. Height Leadership Committee b. Bethune Program Development Committee c. Research, Public Policy and Information Committee d. International Development Committee e. Economic Entrepreneurial Development Committee See GPS Policies and Procedures Manual: Topic 89-NCNW National, Initiative Committees
Section 8.25
Election Committees
See GPS Bylaws (Inaugural Edition); Article IX-Elections, Section 9.09: Nominating Committee; Section 9.10: Nominating Committee Schedule; Section 9.17: Tellers Committee
Section 8.26
Ad Hoc Committees
1. The Executive Committee may establish ad- hoc Committees at any time which are disbanded upon the completion of their special purpose. Page | 70 DRAFT: 1 March 7, 2013
Section 8.27
Committee Reports
1. Each Committee is required to submit a written report at each general membership meeting. A copy of the report is immediately given to the Executive Secretary or the Executive Committee. 2. Committees are responsible to present snapshot oral presentation of the monthly report to the general membership.
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1. Election of officers is held at the annual membership meeting on the second Saturday in May. This meeting must continue to its conclusion which may require more than the usual two-hour time limit. 2. The candidate receiving the highest number of eligible votes cast is declared the winner. 3. Should counting the ballots be anticipated to take more than 20 minutes, the presiding officer must call for a recess equal to the time needed instead of an adjournment of the meeting. 4. Announce the Section convention delegates confirmed by the Executive Committee. 5. Announce the Section convention delegates waiting list names confirmed by the Executive Committee. 6. Appointed officers are announced after the election results at the annual meeting in May. 7. Any proposed changes in local dues must be voted upon by the general membership only at the annual meeting. 8. Two-thirds majority of eligible votes cast is the exception used for these purposes: a. dissolution; b. amendments to bylaws; c. revision of bylaws; d. rescission of election
Section 9.02
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Section 9.03
Special Election
1. A special election is immediately called to fill any elected officer vacancy within the Executive Committee. This can be done as part of a general membership meeting or as a separate meeting specifically called for this purpose. 2. The special election must be carried out using the secret ballot process as set forth in GPS Bylaws (Inaugural Edition), Article IX-Elections, Section 9.13: Election Ballots. See GPS Policies and Procedures Manual: Topic 28-Election, Special Election
Section 9.04
Election Budget
1. Funds for this endeavor are a line item or category in each fiscal years budget. 2. Should the annual election not take place on the second Saturday in May, all expenses for the rescheduled election must be taken from the election budget.
Section 9.05
Election Quorum
1. A quorum must be present throughout the entire election meeting. 2. The Second Vice President must ensure a quorum is maintained throughout the annual meeting. Page | 73 DRAFT: 1 March 7, 2013
Section 9.06
Candidate Eligibility
1. Candidates for all offices must be current in their local and national dues. 2. There are no attendance criteria for persons seeking an elected or appointed office.
Section 9.07
Voting Eligibility
1. Members who are current in their national and local dues remain eligible to vote. 2. Each voting member has one full vote irrespective of other positions they may hold within the organization. 3. Associate members (males) are never eligible to vote.
Section 9.08
Notification of Election
1. The Membership Committee must notify all members of their voting status no later than April 1. 2. The Corresponding Secretary contacts all members to advise them of the upcoming annual election by each of the following dates: February 1, March 1, April 1 and May 1. 3. The deadline to be eligible to vote in the annual election is ones membership status as of the general membership meeting on the second Saturday in April.
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Section 9.09
Pre-Election Process
1. The Corresponding Secretary provides all members with an electronic copy of the job descriptions for all elected and appointed offices by the second Saturday in December of each year. 2. A copy of all officers job descriptions must be available at each general membership meeting for on-site review only.
Section 9.10
Nominating Committee
1. The Nominating Committee is not less than three but no more than five voting members of the general membership inclusive of the Committee Chairperson. 2. The President is not a member of and does not select the members of the Nominating Committee. 3. The Nominating Committee is formed on a volunteer basis from amongst the voting members of the general membership. Should there be more than five persons interested; a secret ballot election must be held to determine the members of the committee. 4. If a vote is needed it is to be held by secret ballot at a monthly general membership meeting no later than the second Saturday in January. 5. Candidates for office may serve on the Nominating Committee. 6. Associate members (males) cannot serve as members of the Nominating Committee but can be a part of the Tellers Committee.
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Section 9.11
1. Persons interested in serving on the Nominating Committee must apply in writing to the Executive Committee in November before the annual May election is to be held. 2. The Executive Committee must announce the Nominating Committee members no later than the second Saturday in January.
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Section 9.12
Additional Nominations
1. Nominations from all members will be accepted from the floor during all annual and special elections. This type of nomination must be closed with a motion that requires two-thirds majority vote of those eligible and actually casting votes. 2. Each person nominated from the floor must be present in person to accept or decline the nomination. 3. There will not be any write-in candidates allowed. See GPS Policies and Procedures Manual: Topic 22-Election, Additional Nominations
Section 9.13
Elections Process
1. Verify names of voting members with the Membership Committee Chair by the second Saturday in April. The list must be available at this meeting for on-site review by members. 2. Should a candidate win more than one post, she must choose the post she will accept after all ballots are recorded in the Tellers Sheet and Page | 77 DRAFT: 1 March 7, 2013
Section 9.14
Election Ballots
1. All elections must be held using secret ballots. See GPS Policies and Procedures Manual: Topic 25-Election, Ballots
Section 9.15
Revocation of Ballots
1. A member who has cast a ballot desires to change her vote, the member may do so provided she notifies the Presiding Officer immediately prior to the close of the voting period and casts a new ballot within the balloting period.
Section 9.16
Voting Period
1. The voting period for on-site annual meeting elections ends when the ballots are collected.
Section 9.17
Certification of Election
Section 9.18
Tellers Committee
1. A Tellers Committee consists of three voting members to count and record the vote during any meeting involving a secret ballot vote. See GPS Policies and Procedures Manual: Topic 33-Election, Tellers Committee 2. The Tellers Committee must prepare and publicize the Tellers Sheet. See GPS Bylaws (Inaugural Edition), Appendix E: Tellers Sheet
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Section 9.19
1. There will be no voting by any means other than those specified in these bylaws.
Section 9.20
Rescinding an Election
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OFFICERS
Presentation of Candidates for Elected Office: Nominating Committee Nominations from the Floor: Presiding Officer Voting Instructions: Nominating Committee Ballot Distribution: Tellers Committee Ballot Adjustment Instructions: Tellers Committee Ballot Collection: Tellers Committee Ballot Count: Tellers Committee
If the ballot count is to exceed 20 minutes, a recess not an adjournment must be called by the Presiding Officer.
Pre-Election Certification: Presiding Officer Reading of Tellers Sheet: Tellers Committee Announcement of Election Results: Presiding Officer Volunteers for Vacant Offices: Presiding Officer Announcement of Appointed Officers: Executive Committee Designee
CONVENTION DELEGATES
Presentation of Candidates for Convention Delegate: Nominating Committee Voting Instructions: Nominating Committee Ballot Distribution: Tellers Committee Ballot Adjustment Instructions: Tellers; Committee Ballot Collection: Tellers; Committee Ballot Count: Tellers Committee Announcement of Convention Section Delegates: Executive Committee Designee Announcement of Delegate Waiting List: Executive Committee Designee
REPORTS
Submission of All Reports to Executive Committee: Presiding Officer Announcements: Corresponding Secretary Adjournment of Meeting
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Section 10.02
1. The Executive Committee may adopt a seal as the official mark of the NCNW, Inc.-Greater Pocono Section. 2. The Secretary has control and custody of the seal, unless the Executive Committee decides otherwise. 3. The Seal of the Section can only be used by Officers authorized by the Executive Committee. The Executive Committee must pass a motion to name the authorized Officers.
Section 10.03
Financial Obligation
1. No member is authorized to incur any financial obligation without the approval of the Executive Committee.
Section 10.04
See GPS Policies and Procedures Manual: Topic 19-Contracts, Office Space Agreement
Section 10.05
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Section 10.06
See GPS Policies and Procedures Manual: Topic 18-Contracts, Mail Box Agreement
Section 10.07
1. The Section must apply for and maintain Pennsylvania Sales Tax Exemption as a means to responsibly use its funds. See GPS Policies and Procedures Manual: Topic 50-Finances, State Sales Tax Exemption
Section 10.08
Audit
1. The financial records of the Section shall be audited annually and the results reported to the membership 2. The Executive Committee shall select as auditor a qualified person who is not a Section member. The auditor should be familiar with [501 C 3] reporting procedures prior to this contract. 3. After an audit is completed, the auditor must meet with the Audit Committee to approve the financial report. 4. The auditor must present the findings to the Executive Committee and the general membership. 5. The auditor must not be used for services that jeopardize objectivity such as bookkeeping, check writing, statement reconciliation, etc.
Section 10.09
Real Property
1. All acquisitions of property by community-based sections, through gift or purchase, and the leasing, mortgage or sale of said property must have the approval and consent of the Executive Committee. Page | 82 DRAFT: 1 March 7, 2013
Section 10.10
Contributions
1. All contributions received by Section members for the Section must be directed to the Treasurer. 2. Contributions must be managed according to the statutes allowable for IRS Section [501 C 3] organizations. See GPS Policies and Procedures Manual: Topic 41-Finances, Contributions Processing; Topic 42-Finances, Contributor Recognition
Section 10.11
Fundraising
1. Pennsylvania regulates solicitations of charitable contributions. In Pennsylvania, charitable organizations and professional fundraisers are regulated by the Solicitation of Funds for Charitable Purposes Act, Act of December 19, 1990, P.L. 1200, as amended, 10 P.S. 162.1 - 162.23 (Charities Act), and the Unfair Trade Practices and Consumer Protection Law, Act of December 17, 1968, P.L. 1224, as amended, 73 P.S. 201-1 201-9.3 (Consumer Protection Law). 2. In this accord, the Section and any professional fundraiser it may use must maintain registration with the Bureau of Charitable Organizations through the Department of State and the Charitable Trusts Section through the Office of the Attorney General. See GPS Policies and Procedures Manual: Topic 51-Fundraising, General Protocols
Section 10.12
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Section 10.13
1. All payments are to be offered in US funds. 2. All checks, drafts, or other orders for the payment of money, issued in the name of NCNW Greater Pocono Section, shall be signed by such officer or officers of the Organization and in such manner as shall from time to time be determined by resolution of the Board of Directors. In the absence of such resolution, such instruments shall be signed in duplicate from the appropriate members of the Executive Committee. 3. All funds of NCNW Greater Pocono Section not otherwise employed shall be deposited from time to time to the credit of the Organization in such depositories as the Executive Committee may select and countersigned by the President or Vice President of the Section. 4. All deposits must be credited to a specific category/fund within the approved budget structure.
Section 10.14
Vendor Bids
1. The Section must maintain and participate in a bidding process for services, contracts, etc. that causes Section funds to be used responsibly. See GPS Policies and Procedures Manual: Topic 20-Contracts, Vendor Bids
Section 10.15
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Section 10.16
Recoupment of Funds
1. Monies deemed to be owed to the Section from an entity must be earnestly recouped. See GPS Policies and Procedures Manual: Topic 46-Finances, Recoupment of Funds
Section 10.17
Borrowing Powers
1. The Section may borrow or raise funds to meet its objects and operations. 2. Approval for such decisions must receive a two-thirds majority of the general membership casting votes at that time. 3. Timely required notice must be forwarded to the general membership. See GPS Bylaws (Inaugural Edition), Article V-Meetings, Section 5.02: Notice of Meetings
Section 10.18
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Section 10.19
Operating Funds
1. At least 50% of Section funds are deemed to be operating funds and must always be immediately accessible for withdrawal without penalty.
Section 10.20
Banking Practices
1. The Executive Committee reserves the right to change banking institutions and types of accounts as long as the general membership a. Is notified before such change(s); b. Receives full explanations before such change(s); c. Care is taken to limit penalties affecting account balances or other financial investments 2. Due diligence must be exercised in selecting banking institutions that federally insure funds and provide fee structures and services that best meet the needs of the Section.
Section 10.21
Information Systems
1. Hardware and software must be a line item on the annual budget. See GPS Policies and Procedures Manual: Topic 109-Technology, Information Systems
Section 10.22
Fiscal Year
Comment [CB1]: What to do about the conflict between about the Section Calendar. See Officer Packet
1. The fiscal year shall run from October 1st through September 30th. See current NCNW, Inc.-National Bylaws; Article IX-Fiscal Year. 2. Officers elected in May, take office on September 1st of the same year. See current NCNW, Inc.-National Bylaws; Article IV-Structure.
Section 10.23
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Section 10.24
Budget Calendar
1. A budget calendar must be used to organize critical dates for the preparation, submission and review of the Sections budget leading to the adoption of same. 2. Problems that occurred in the prior years budget cycle must be identified for changes to the current years calendar. 3. Changes in the budget development process must be incorporated into the current years calendar. 4. Identify all activities that must be included in the calendar and arrange them, chronologically. 5. Completion dates must be assigned to each activity of the budget calendar. 6. The budget calendar must be finalized and ready for distribution to all section entities no later than the first week in January.
Section 10.25
Budget Requests
1. Standing Committees, subcommittees and all other section entities shall submit annual budget requests to the Finance Committee no later than September 30th of each year. 2. There must be a line item for funds to assist with or on a case by case basis completely cover national and local dues for women in need. a. Such members or potential members desiring this accommodation must complete an Application for Membership (Hardship) through Page | 88 DRAFT: 1 March 7, 2013
Comment [CB2]:
Section 10.26
Contingency Funding
Comment [CB3]:
1. These funds are used for any Section expenses not covered by the budget. See GPS Policies and Procedures Manual: Topic 40-Finances, Contingency Funding
Section 10.27
Draft Budget
1. The draft budget must include actual funds used and proposed funds to be used. 2. During the first quarter of each fiscal year, the Budget Committee shall prepare the Draft Budget. The Draft Budget shall be distributed no later than the second Saturday in September. See GPS Bylaws (Inaugural Edition); Article X-Fiscal Management, Section 10.31: Prioritization of Expenses; GPS Policies and Procedures Manual: Topic 43-Finances, Draft Budget
Section 10.28
Section 10.29
1. There are no limitations on contributions from organizations. Page | 89 DRAFT: 1 March 7, 2013
Section 10.30
1. The Treasurer is empowered to disburse funds for Section expenditures up to the limit of the approved budget line for that purpose, within the prioritization of expenses, and as may additionally be imposed by the Executive Committee as part of the annual budget process. 2. The Treasurer is also empowered to disburse funds upon an emergency basis. See GPS Policies and Procedures Manual: Topic 44-Finances, Emergency Funding
Section 10.31
Prioritization of Expenditures
1. When drawing from the General Operating Account, the Section shall satisfy its legal and contractual obligations first, and shall prioritize its operating expenditures in the following order: a. Staff payroll, payroll taxes, and benefits; b. Office rent and utilities; c. Server Hosting, Server Backup, Section phone, Section Mailbox; d. Independent contractors; e. Other vendors that are vital to operations; f. Expenditures with a reasonable expectation of a return on investment in a short period of time; g. Other budgeted expenditures.
Section 10.32
Expenditures
1. The Executive Committee may not waive any rules pertaining to finances. Page | 90 DRAFT: 1 March 7, 2013
Section 10.33
1. To be considered for payment or reimbursement, the following is required a. Completed Request for Payment form i. Requests for Payment are requests to receive funds from the Section in advance of purchase for budgeted expenses and are strongly recommended where possible. ii. Such purchases will have a predetermined cost. b. Completed Request for Reimbursement form i. Requests for Reimbursement are when an individual has prior approval from the Standing Committee or Section entity to pay for a budgeted expense in expectation of reimbursement. 2. Payments and reimbursements for approved purchases within the Commonwealth of Pennsylvania will not include payment for state sales Page | 91 DRAFT: 1 March 7, 2013
Section 10.34
Disbursal of Funds
1. Upon receipt of a properly executed Request for Payment form, the Treasurer shall issue a check for the amount indicated to the designated payee. 2. In no case may the Treasurer issue funds in excess of the amount allocated for any particular purpose for the fiscal year, except as provided in the procedures for Emergency Funding or Contingency Funding. 3. Should a Request for Payment or a Request for Reimbursement be made above the amount budgeted, the Treasurer shall advise those making such requests a. the funds requested are in excess of the annual budget amount and shall be subject to the Emergency Funding or Contingency Funding provisions or denial. See GPS Policies and Procedures Manual: Topic 44-Finances, Emergency Funding, Topic 40-Finances, Contingency Funding
Section 10.35
Reporting Expenditures
1. Following each disbursal, the Treasurer shall issue a brief statement to the Standing Committee or Section entity making the request stating the amount of their budgeted funds disbursed in the fiscal year to date and the remaining budget allocation. Page | 92 DRAFT: 1 March 7, 2013
Section 10.36
Emergency Funding
1. Requests for disbursal of funds exceeding the amount budgeted for a specific purpose may be made by standing committees and section entities and be considered by the Executive Committee on an emergency basis. See GPS Policies and Procedures Manual: Topic 44-Finances, Emergency Funding
Section 10.37
Investments
1. Except with respect to assets held for use or used directly in carrying out the Section's charitable activities, in investing, reinvesting, purchasing or acquiring, exchanging, selling, and managing this Section's investments, the Executive Committee shall avoid speculation, considering the probable income as well as the probable safety of the Sections capital. 2. No investment violates this section where it conforms to provisions authorizing such investment contained in an instrument or agreement pursuant to which the assets were contributed to the NCNW, Inc.-Greater Pocono Section.
Section 10.38
Bank Accounts
1. All funds contributed to or made payable to the Section, whether by cash or negotiable instruments, shall be promptly placed on deposit in the principal accounts of the section, which shall be maintained by the Treasurer. 2. The Executive Committee may appoint others to be co-signers of the Section bank accounts in addition to the Treasurer. a. Such changes must be announced to the general membership at the next general meeting following the adjustment. Page | 93 DRAFT: 1 March 7, 2013
Section 10.39
Financial Reporting
1. The Section must prepare financial reports that a. Provide information to determine whether current-year revenues were sufficient to pay for current-year services; b. Demonstrate whether resources were obtained and used in accordance with the sections legally adopted budget; c. Demonstrate compliance with other finance-related legal or contractual requirements; Page | 94 DRAFT: 1 March 7, 2013
Section 10.40
1. The Executive Committee will include in the fiscal years budget the total financial stipend goal for a maximum of three section approved delegates to the NCNW, Inc. national biannual convention. 2. This budgeted goal must be made known to the general membership at the October general membership meeting not later than 14 calendar months before the convention is scheduled to be held. (Example: NCNW Convention is in 2014, membership informed of budgeted goal by October 2012.) 3. The voting members must vote by a majority to accept or reject the financial stipend goal amount when they vote to adopt the sections annual budget. 4. The stipend may not be offered in any form directly to the approved section delegate(s). 5. The stipend is directly payable by check to the NCNW, Inc.-National towards fees, etc. in the name of each approved section delegate scheduled to attend. Each delegate will receive a formal communication on section letterhead outlining the check number and specific fees covered by the stipend disbursement. See GPS Policies and Procedures Manual: Topic 87-NCNW National, Convention Stipend Allocation
Section 10.41
Travel
1. Only voting members may receive reimbursement for travel. Expenses of non-member or non-authorized spouses and companions and partners are not reimbursable. Page | 95 DRAFT: 1 March 7, 2013
Section 10.42
Lodging
1. Lodging costs will be reimbursed when pre-approved but only at the negotiated rate.
Section 10.43
Transportation
1. Travel by automobile will be reimbursed based on current Internal Revenue Service per mile fee schedule; submission of original mileage log with starting and ending odometer readings is required. 2. Trips of less than 40 miles round trip are not reimbursable. Travel expenses to section meetings, Executive Committee meetings, and all committee meetings are not reimbursable.
Section 10.44
Meals
1. Actual meal expenses for pre-approved travel will be reimbursed not to exceed $35.00 per calendar day. Original legible unaltered receipts are required for authorization of all meal expenses.
Section 10.45
1. Annual Member See National Council of Negro Women, Inc. Bylaws, Revised 10/05/06: Article XFiscal Responsibilities, Section 3: Individual Members-Fees a. The fee required for annual membership shall be Thirty Dollars ($30.00) per year and shall be renewable annually in the same month as initial membership. Page | 96 DRAFT: 1 March 7, 2013
Section 10.46
Check Policies
1. All checks submitted to the Treasurer will be drawn in US funds. 2. No postdated checks will be accepted. 3. Checks will be processed in a timely manner. Checks should be deposited not less than 21 calendar days prior to any event to allow the checks to clear. See GPS Policies and Procedures Manual: Topic 39-Finances, Check Policies
Section 10.47
Credit Cards
1. The section may never obtain a credit card or any card involving a line of credit.
Section 10.48
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Section 10.49
Grants
1. Review the stated goals and objectives to determine that the grant program aligns with the purposes of NCNW, Inc. National. 2. Conduct needs assessment(s) to identify the appropriateness of the grant program for the Greater Pocono section. 3. Design programs to attain the goals and objectives on the basis of the results of the needs assessment(s). 4. Identify current available resources and needed resources. 5. Develop a program and implementation plan before the program budget.
Section 10.50
Online Transactions
1. The Treasurer will establish merchant services and gateway provider accounts as necessary for ticketed events or repetitive purchases (i.e. section t-shirts). These are currently the methods used for Internet transactions. 2. Online transaction vendors that do not cause funds to be directly deposited into the Sections bank account are not acceptable for use at any time (i.e. Paypal).
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Section 10.51
Budget Transfers
1. Budget transfers may only occur with the completion of a written request narrative for same. Such transfers may not occur for any section entity more than once during the fiscal year. 2. Budget transfers may not exceed $500 as this signifies flaws in the initial creation of the annual budget.
Section 10.52
Budget Codes
Section 10.53
Fundraising
1. The Section must maintain registration with the Pennsylvania Bureau of Charitable Organizations or its equivalent in order to legally participate in fundraising activities. 2. Fundraising may occur only after the Section is duly registered with the appropriate Commonwealth of Pennsylvania authorizing bodies. 3. Should any other mandated affiliations become evident for the Sections legal operation within Pennsylvania, those registrations or applications must also be maintained annually. See GPS Policies and Procedures Manual: Topic 51- Fundraising, General Protocols
Section 10.54
1. This Section may conduct small games of chance for the purpose of raising funds for public interest purposes upon becoming an eligible organization to do so. Page | 100 DRAFT: 1 March 7, 2013
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NCNW, Inc.-Greater Pocono Section Bylaws APPENDIX F: SAMPLE BUDGET CALENDAR TEMPLATE
DATE(S) 1. First Week in January ACTIVITY Meet with Treasurer, Financial Secretary, Finance Committee, Audit/Budget Committee and all other Committee Chairs; Review current year spending, review any new rules that affect budget preparation (if any); and finalize budget calendar. Distribute forms to all section entities that may require funds in the upcoming budget. Review progress of current year budget and discuss issues and priorities for upcoming budget. Forms and budget justifications submitted by all section entities requiring funds
2.
Second Week in January Last Week in January Second Week in February First Week in March Second Week in March
1. 1. 1.
Last Week in March First Week in April Last Two Weeks in April
1. Budget worksheets are prepared and distributed to each section entity. 2. Worksheets are based on eight months of actual expenses. 3. General increases (if any) are allocated by line item. 1. Proposed budgets are submitted from each section entity to Finance Committee and Audit/Budget Committee. 1. Initial budget projections are made by Audit/ Budget Committee after combined meeting held with President, Treasurer, Finance Committee. 1. Revenue projections are made by Finance Committee and expenditure proposals finalized. 2. Budget issues and choices are prepared for Executive Committee work session.
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1. First reading of budget 1. Second reading and adoption of budget for next fiscal year.
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1. The Greater Pocono Section must cause to be prepared and submit an Annual Financial Report to the Internal Revenue Service (IRS) for each calendar year. 2. This Annual Financial Report is forwarded to NCNW, Inc.-National if required. 3. Regardless of the dollar amount of gross revenues during the fiscal year, the NCNW, Inc.-Greater Pocono Section within 60 calendar days after the annual filing of financial information to the Internal Revenue Service (IRS), the Executive Committee shall make available the Annual Financial Report to all of the members of this Section containing the following information: a. the assets and liabilities, as of the end of the fiscal year; b. the principal changes in assets and liabilities, during the fiscal year; c. the revenue or receipts of this Section, both unrestricted and restricted for particular purposes, for the fiscal year; d. the expenses or disbursements of this Section, for both general and restricted purposes, for the fiscal year; 4. The foregoing Annual Financial Report shall be accompanied by an additional report of independent accountants or auditor. 5. If there is no such additional report, there must be formal certification of an authorized officer of this Section that such statements as included in the report were prepared without an audit from the books and records of this Section. Page | 104 DRAFT: 1 March 7, 2013
Section 11.02
1. Unless the Greater Pocono Section furnishes the Annual Financial Report required in Section 11.01, the Board shall make available a written report to all of the members and Executive Committee of this Section containing the following: a. a description and documented receipt of any and all financial transactions; and b. the amount and circumstances of any indemnifications or advances that were paid during the fiscal year to any Executive Committee member or general member of this Section, and that were not approved by the general membership.
Section 11.03
Accountability Provision
1. Failure to prepare the Annual Financial Report will result in disciplinary action. 2. Such action must include a written breach of performance specifically outlining dereliction of duty with regard to fiduciary responsibilities. See GPS Policies and Procedures Manual: Topic 3-Annual Report, Accountability Provision
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1. These bylaws form the legally binding document that governs the NCNW, Inc.-Greater Pocono Section. Example: Bylaws state when the meetings of the Section are held 2. The dates of all bylaws revisions and amendments must appear on the first page of the document. 3. Each update must cite the Article number and name; Section number and name and Subsection number of the new text.
Section 12.02
Standing Rules
1. Standing rules outline the procedures of the organization that are not necessarily included in the bylaws and must not conflict with the bylaws that govern the NCNW, Inc.-Greater Pocono Section. a. Example: Standing rules state where and what time the meetings are held. 2. Standing rules are amended as follows: a. Requires a two-thirds majority vote to adopt or amend without notice. b. Requires a majority vote to adopt or amend with 30 calendar day notice.
Section 12.03
1. The Bylaws Committee is charged with regularly reviewing the bylaws annually to ensure its accuracy and relevance to the sections needs. 2. Bylaws must be updated every 3 years-even if no change is required.
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Section 12.04
Exceptions
1. No amendment or revision may be adopted if it will change the classification of the organization pursuant to the IRS Code or the taxexempt determination letter. 2. Each provision in the bylaws must function in and out of context and cannot overlap or contradict other provisions in the document.
Section 12.05
Revision of Bylaws
1. A revision to bylaws is an extensive rewrite that often makes fundamental changes in the structure of the organization. By considering a revision of the bylaws, it is a proposition to substitute a new set of bylaws for the existing ones. 2. The rules regarding prior notice that limit amendments do not apply; therefore the Section is free to amend anything in the proposed revision before it is adopted, as if the bylaws were being considered and adopted for the first time. 3. When the Bylaws Committee has completed the proposed revision, at least 30 calendar days prior notice must be given for the general membership to access the document in advance of the advertised meeting for its adoption.
Section 12.06
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Section 12.07
1. Only voting members can offer amendments to the bylaws. 2. The adoption of bylaws amendments occur at a special meeting or general membership meeting. The proposed amendments are presented during the New Business portion of the meeting. 3. Bylaws may only be amended with prior notice to the general membership. 4. The proposed amendments must be published for the general membership. 5. The proposed amendments must be considered. 6. Each proposed amendment must be voted upon separately. The vote must be recorded by count. 7. Upon a two-thirds vote of the voting members casting votes an amendment or revision of the bylaws shall be adopted. 8. The adopted amendment(s) take effect immediately unless another date is specified. See GPS Policies and Procedures Manual: Topic 4-Bylaws, Amending the
Section 12.08
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NCNW, Inc.-Greater Pocono Section Bylaws ARTICLE XIII CODE OF ETHICS Section 13.01
Basic Provision
1. The Section must maintain and enforce a Code of Ethics at all times. See GPS Policies and Procedures Manual: Topic 50-IRS Form 990 Policy, Code of Ethics
1. The Section must maintain and enforce a Conflict of Interest Policy at all times. See GPS Policies and Procedures Manual: Topic 55-IRS Form 990 Policy, Conflict of Interest
1. The Section must maintain and enforce a Document Retention and Destruction Policy at all times. See GPS Policies and Procedures Manual: Topic 57-IRS Form 990 Policy, Document Retention and Destruction; GPS Bylaws (Inaugural Edition), Appendix G?: Document Retention Schedule
1. The Section must maintain and enforce a Whistleblower Policy at all times.
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1. The Section must maintain and enforce a Public Disclosure Policy at all times. See GPS Policies and Procedures Manual: Topic 59-IRS Form 990 Policy, Public Disclosure
1. The Section must execute, maintain and enforce ongoing compliance with all policies required through the Internal Revenue Service (IRS) that cause the continuance of our status as a [501 C 3] organization.
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NCNW, Inc.-Greater Pocono Section Bylaws ARTICLE XIX DISSOLUTION Section 19.01
Definition
1. Dissolution is the action of the Greater Pocono Section no longer being able to operate under the National Council of Negro Women, Inc.-National charter for any reason.
Section 19.02
Official Statement
1. National Council of Negro Women, Incorporated is under Section 501-C-3, therefore: a. A resolution for the dissolution of the Section shall be sent to all active members who are entitled to vote b. By a two-thirds vote, the section shall be dissolved and necessary steps will be taken to conclude the section affairs c. After payment, or making provisions for the payment, of all debts or liabilities secured by the section, and the disbursement of funds presented in Section 15.06 of this Article, the balance shall be given to National Council of Negro Women, Incorporated-National.
Section 19.03
Compulsory Dissolution
1. Compulsory Dissolution will commence when the Section no longer maintains a membership of the required number as per NCNW, Inc.National OR 2. The Section is not in compliance with the requirements of Nationals Bylaws (National Bylaws Article VI Board of Directors, Section 5) OR 3. The Section has not paid its fair share assessment for three consecutive years. (National Bylaws, Article X-Fiscal Responsibilities, Section 2D)
Section 19.04
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Section 19.05
Finalization of Indebtedness
1. In the event of dissolution of the National Council of Negro Women, Inc.Greater Pocono Section, the Executive Committee shall pay and make provisions for the payment of all liabilities. 2. A written plan detailing remaining funds, all liabilities to be paid and exact payments made must be prepared by the remaining Executive Committee members. 3. The contents of the written disbursement of funds plan must be made available to the entire remaining general membership before it is forwarded to the NCNW, Inc.-National
Section 19.06
Disbursement of Funds
1. Upon termination or dissolution of the National Council of Negro Women, Inc.-Greater Pocono Section, any assets lawfully available for distribution shall be distributed to no less than two (2) qualifying tax-exempt organizations as described in Section [501 C 3] of the 1986 Internal Revenue Code (or described in any corresponding provision of any successor statute) which organization or organizations have a charitable purpose which, at least generally, includes a purpose similar to the terminating or dissolving corporation. 2. One of but not the sole recommendation for disbursement of funds must be the National Council of Negro Women, Inc.-National in Washington, D.C.
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Section 19.07
Finalization of Projects
1. A written plan to immediately finalize all current and upcoming projects is to be prepared by the remaining Executive Committee members. 2. The contents of the written finalization of projects plan must be made available to the entire remaining general membership before it is forwarded to the national NCNW, Inc.
Section 19.08
1. Should dissolution occur for reasons other than loss of charter, a written report providing specifics must be prepared by the remaining Executive Committee members and forwarded to the national NCNW, Inc. 2. The contents of the notification to the national organization report must be made available to the entire remaining general membership before it is forwarded to the national NCNW, Inc. Page | 113 DRAFT: 1 March 7, 2013
1. The Executive Committee must always have in its possession, the written procedure/steps that lead to loss of the Greater Pocono sections charter held through the National Council of Negro Women, Inc. 2. Should there be an issue endangering or otherwise jeopardizing the charter, it is to be cured immediately by the remaining Executive Committee members following the directives of national. 3. The general membership must be immediately advised of all issues endangering the section charter. 4. The general membership must be immediately advised of the written plan prepared by the remaining Executive Committee members addressing all issues endangering the section charter.
Section 19.10
Dissolution Steps
1. The Treasurer shall produce a final status report which identifies final income and disbursements. 2. The Treasurer shall issue checks for payment of outstanding obligations and transfer of funds (if any) to NCNW, Inc.-National. 3. The Treasurer shall prepare and submit a. the final fiscal year-end IRS Form 990 report; b. the fiscal year-end Pennsylvania Department of Revenue report; c. the final group declaration to NCNW, Inc.- National
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