Branch Job Descriptions

AAUW Funds/University
Book Sale Chairs

College-University Representative
Communications Chair
Computer Support Chair
Corresponding Secretary
Directory Editor
Diversity Chair
Dues Treasurer
Finance Treasurer
Fundraising Chair
Historian
Legal Advocacy Fund Chair
Mailing Chair
Membership Vice President
Mission-Issues Director
Nametags-Greeters
NCCWSL Chair
Nominating Committee
Past President
Photography and Displays
Policy and Bylaws Chair
President
President-Elect
Program Vice-President
Public Policy Chair
Publicity Chair
Recording Secretary

Social Co-Chairs
Webmaster

AAUW FUNDS/UNIVERSITY CHAIR

This position encourages the financial support of AAUW fellowships and publicizes how they are used to promote the education of women and girls.  Local AAUW scholarship awards include those from the University of Michigan (UM) Mary E. Markley Endowment, UM Center for the Education of Women (CEW) and AAUW endowments from Eastern Michigan University (EMU) and Washtenaw Community College (WCC).

  • Chair a meeting to determine the allocation of Used Book Sale funds (following the procedures outlined in Financial Policies) and present the committee’s disbursement recommendation for Board approval no later than the December Board meeting.
  • Work with the Finance Treasurer to disburse scholarship funds as approved by the Board. Complete the Contribution Report Form and send it with branch and individual contributions to AAUW to meet the annual deadline. Send a copy of the CRF to the State AAUW Funds Chair.  Include branch contribution summary information in Board reports.
  • Maintain current staff contact information at each local college/university to facilitate getting annual scholarship recipient contact information.  
  • Solicit nominations for Named Gift and Eleanor Roosevelt honorees and conduct the selection of honorees at the disbursement meeting. Prepare biographies and certificates for the honorees and obtain pins from national AAUW to present to them at the luncheons.  Be responsible for the permanent Branch Honoree crystal vase from EMU to be presented with flowers to each honoree for their personal use until the following luncheon.
  • Receive AAUW Funds scholarship donations from members throughout the year. Acknowledge and record donations and send funds and CRFs to AAUW, with CRF copies to the State chair.
  • Submit expenses for the Annual Budget.
  • Submit an activity report to the Board as needed.

Skills: Computer communication  

  Updated February 2018

BOOK SALE CO-CHAIRS

Co-Chair job responsibilities are more accurately described with the titles of Chair and Assistant Chair of the Book Sale. The positions require two-year commitments. One person acts as the lead, or principal, co-chair. The second co-chair actually functions as an assistant to the principal co-chair, learning each of the tasks first-hand. The two co-chairs agree on how they will share responsibilities, listed below.

  • Coordinate and oversee all aspects of planning and execution of the annual sale.
  • Write articles for the AAUW Monthly Branch Calendar, sharing planning and sale information with membership as needed.
  • Appoint members of the Planning Committee that meets in the spring.
  • Determine potential expenses for a budget.  The Book Sale budget is separate from the Branch budget, although both are administered by the Branch Finance Treasurer. The Book Sale chairs work out a budget with the planning committee and the publicity chair.
  • Appoint all Committee Chairs: Sorting co-chairs for all summer sessions, staffing, membership materials, collections & voice mail, collection screening, training, greeters, sorting site nametags, sorting labels, box procurement, recycling, transportation, set up, treasurer and financial tellers, publicity, non-profits, data/communications support, dealers, and clean-up.
  • Review the sorting categories and arrange for printing of box labels that correspond to the categories.
  • Develop a calendar for collection, sorting, drop off, moving, and sale.
  • Find sorting space; clean it, set it up and organize it prior to sorting. See that all appropriate individuals have a key (or make arrangements to share). Move tables, equipment, reference books, etc. to the sorting site.
  • Contact Washtenaw Community College early in the spring to confirm space arrangements; also arrange for a contract 2 years hence, in order to reserve use of the Artists’ Gallery for dealer use on the first day of the sale. The Contract should be signed and returned to the AAUW-AA president. Check the proposed future dates so they do not conflict with religious holidays as much as possible.
  • Contact other AAUW branches, especially Wyandotte/Downriver, and other groups to arrange collection of overflow books, especially near the end of the sorting period.
  • Coordinate with the Publicity Chair all decisions and costs regarding official publicity and flyers.
  • Prepare collection and sale flyers to be included with the reservation sheet for the May luncheon; these items will be mailed to all branch members and also will be included in the May Bulletin and/or Monthly Branch Calendar. Hard copies will also be available at the sorting site and at the May luncheon for member distribution.
  • Coordinate with the Staffing Chair to ensure appropriate volunteer staffing for the sale.  The Staffing Chair sends instructions along with assignments to the floorwalkers and cashiers.
  • Appoint a volunteer/committee to locate/prepare/arrange/post all other printed material: purchase receipts, price lists, posters, yard signs, and directional signs at the sale site.
  • Arrange for training sessions for triage/sorting, and for cashiers (i.e. volunteers who take the money from the public, not the Head Tellers behind the scenes).
  • Arrange for recycling service.
  • Reserve 4 flat bed carts. These should be delivered to WCC afternoon before moving day or that morning, and be picked up on Monday following the sale.
  • Arrange for a Kick-Off Meeting/luncheon in June prior to the beginning of sorting. All AAUW-Ann Arbor branch members are invited.
  • Attend/monitor progress during sorting sessions as needed. See that there are enough greeters, supplies, flyers, receipts, etc.
  • Review/approve requests for financial reimbursement or financial expenditures. These will be made on approved forms and the Chair will forward them to the Branch Finance Treasurer.
  • Ensure that Transportation and Set-Up Chairs receive total box and tray count category information from the Data Support Chair.
  • Ensure that the Set-Up chair has contacted with Concordia to arrange help from its basketball team on moving day and that payment to the school has been arranged.
  • Review the set-up plan at WCC with the Set-Up Chair.
  • Buy refreshments for the movers. Have these available at the sorting site. Move any remaining refreshments to the sale site. (Doughnuts, bagels, granola bars, juice boxes, individual bottles of water.)
  • Supervise the moving to WCC. Be sure all the hand-carts are available. Clean up the sorting space after the movers have departed.
  • Supervise the set-up at WCC.
  • Arrange for volunteers to break down and store the unpacked boxes during set-up.
  • Check to see that Head Tellers (behind the scenes) have aprons, cash boxes, and sufficient change, etc. Check arrangements for bank deposits.
  • Attend and monitor the sale’s progress during sale days.   Confirm that non-profits will pick up books from 1-3pm on Sunday.
  • At the end of the sale: Arrange for volunteers who will assemble boxes to pack up remainder of books not sold and move sale materials to storage.
  • Supervise closing and clean up after the sale. Boxes of remaining soft cover books should be boxed and stacked. WCC takes care of leftover soft covers. All hardcover books are boxed and taken to the drop-off center or distributed [retirement homes etc.].
  • Renew the storage unit agreement, if needed.
  • Ensure the tellers prepare a final Book Sale financial report.
  • Meet with the Branch Funds Chair and committee for dispersal of profit from the year’s sale.  Reserve about $10,000 for start up funds for next year.
  • Secure written reports from each of the Committee Chairs.
  • Arrange for a Wrap-Up Meeting  with Committee Chairs. Brainstorm ideas for possible future improvements.

Skills: Administrative and computer

Updated February 2018

COLLEGE/UNIVERSITY REPRESENTATIVE

Establish and maintain relationships with all local colleges/universities which have AAUW C/U Partnerships.  (Currently these are Eastern Michigan University, the University of Michigan and Washtenaw Community College.)

  • Establish a C/U Relations committee consisting of one branch member to serve as liaison with each institution that is a C/U Partner.
  • Meet with C/U Partner Representatives as necessary (at least once a year), perhaps along with the liaison for the institution.
  • Assist liaisons in coordinating joint projects that may develop with local institutions, such a mentoring projects, etc.
  • Keep local C/U Partner institutions informed about all AAUW programs or projects in which they may participate.
  • Prepare C/U articles or announcements for the Monthly Branch Calendar as needed and work with the Communications Director to place publicity in the local media.
  • Submit expenses for the Annual Budget.
  • Activities Timeline
    • September-October: With C/U liaisons, meet with local C/U Partner Representatives to set the agenda for the year.
    • November-December: Invite C/U Partner Representatives to the Winter Luncheon and host them at that event.

Skills: Communication, organizational, and computer skills are necessary. Experience working or volunteering within a college/university setting is desirable.

Updated: February 2018

COMMUNICATIONS DIRECTOR / MONTHLY BRANCH CALENDAR EDITOR

 

Position description

  • Responsible for coordinating outgoing communication from the Branch, i.e. calendar, social media, website, Grasshopper.
  • Work with Directory Editor to publish Directory Supplement.
  • Send monthly e-mail calendar to Branch with Branch announcements.
  • Publicize additional Branch activities as directed by the President.

Duties

Directory Supplement

  • Solicit changes/additions/deletions to the annual directory
  • Publish Supplement (usually in March)

Interest Group Calendar

  • Attend annual meeting in August for Interest Group Chairs.
  • Send monthly e-mail reminders to IG chairs soliciting information for the following month.
  • Publish monthly IG calendar in PDF format.
  • Publish combined June-August IG calendar in PDF format

General

  • Update various forms (IG and Supplement forms) as appropriate
  • Maintain and update relevant documentation
  • Write annual report of committee’s activities

Updated February 2018

COMPUTER SUPPORT CHAIR

  • Maintain two U-M E-mail Lists, for 1) Board member addresses and 2)  Branch member addresses.  (Board members are also on the Branch list, unless they decline.)
  • Contact the U-M person (called the owner) who places additions, deletions, and corrections into the U-M system.  One may collect a number of changes and send them by e-mail at one time to maximize efficiency.
  • Monitor the content of messages sent by individual members to the Branch.  
  • Maintain a listing of all members who are currently on the email list.  These may be obtained by pulling up the U-M listing on the computer and noting the date when it was last altered.
  • Engage in year-long recruitment to increase use of the E-mail list.

    Updated February 2018

CORRESPONDING SECRETARY

The corresponding secretary has charge of correspondence of the Branch as delegated by the President or Board of Directors.  This includes emails to membership about events such as member marriages, deaths, awards etc., via the email List.

  • Keep on file all communications received and names of people or organizations to whom letters were sent.
  • Keep a two-year supply of stationery.
  • Report correspondence at monthly Board meetings.
  • Co-ordinate with the President to communicate events such as member marriages, deaths, awards etc., via the email List.
  • Submit expenses for the annual budget.

Skills: computer skills recommended

Updated March 2018

DIRECTORY EDITOR

  • Determine with the President and President-Elect when the Directory and subsequent supplements should be issued, and develop a timeline/production schedule.
  • Submit expenses for the Annual Budget
  • Gather and compile information:
    • Obtain Member information, both new and renewals, from the Dues Treasurer, via the master Excel spreadsheet
    • It is not the duty of the Directory Editor to incorporate individual changes and additions into the Directory file.  The Dues Treasurer maintains this file and the Directory Editor uses a copy of that maintained file each time one is needed.
    • Program information from the President and Program Vice President
    • Interest Group information from the President and President Elect
    • Ads for the directory (solicit, obtain copy and/or graphics, also collect payment for these ads)
  • Prepare the directory, using Microsoft Word:
    • Update the front material, as required (new officers, board members, program, etc)
    • Using Mail Merge, insert member information in the directory file
    • Using hard copy, proofread the Directory against member renewal forms (with another member, usually the President-Elect).
  • Get the directory printed.  Obtain print bids every two years.
  • Work with other Branch members to distribute Directories at various meetings, including Branch and Interest Group meetings.
  • Mail undistributed Directories (USPS first class) in 6.5 x 9.5 manila envelopes.  Recruit a team to help stamp, stuff, and tape envelopes.
  • Prepare a PDF file of member listings (the “E-Directory”).
    • Distribute it electronically to members who request it.
    • Upload the E-Directory to the web site, or work with the Webmaster to do so.
  • Prepare Directory supplements as often as needed.
    • Work with the Dues Treasurer to compile additions for new members
    • Compile corrections as submitted by individual members
    • Issue Supplements as appropriate.  Work with the Monthly Branch Calendar Editor to distribute them as separate PDF attachments in the Monthly Branch Calendar emails.
    • Ensure that Supplement information is incorporated into the master Word file.
    • Create a PDF from the updated complete member file (E-Directory) and upload it to the web site, or coordinate with the Webmaster to do so.

Skills : Ability to organize a lot of material, with high level of attention to detail; strong computer skills and/or willingness to learn new ones; proofreading talent, ability to set and meet deadlines.

Updated February 2018

DIVERSITY CHAIR

  • Recruit both AAUW members and community-based members for the Diversity group.
  • Promote the mission of the Diversity Network (DNAAA) in all meetings and communications of the group.
  • Serve on the AAUW-AA Board and present periodic reports to the Board.
  • Provide monthly meeting information to the Monthly Branch Calendar Editor.
  • Maintain a group Email list: Send notices of upcoming meetings and announcements of activities that are of interest to the group.
  • Organize and chair an annual meeting to set goals for the year and determine the program for each monthly meeting.
  • Conduct monthly meetings on first Saturday of each month:
    • Assist presenting speaker with any technical needs.
    • Make arrangements with local restaurants and other venues where monthly meetings are held.
  • Determine potential expenses for the budget committee.

    Updated February 2018

DUES TREASURER

  • Collect annual dues from current Branch members and new members.
  • Prepare and send out the annual dues notice in the April, May and June Bulletins and/or Monthly Branch Calendars.
  • Work with fellow Branch members to retain members and recruit new members.
  • Forward Branch member dues to the National and State Associations with the appropriate forms and payment. 
  • Maintain an accurate list of all Branch members, addresses, phone and e-mail members, college/university graduation dates and degrees.
  • Supply information about new members to the Directory Editor in a timely way.
  • Maintain a database of individual member’s preferences, skills, interests and a willingness to work on short/long term projects, hold office, etc. 
  • Maintain a USPS mailing list.
  • Work with the Directory Editor and Webmaster to ensure that the most current E-Directory is on the web site.
  • Work with the VP Membership, Bulletin Editor(s), Directory Editor, and Mailing Committee Chair to coordinate communication efforts and insure accuracy of members’ demographic information.
  • Attend general meetings of the Board of Directors.
  • Participate in the Branch budgeting process.  Give input regarding revenue estimates from annual dues collected.
  • Collect and distribute mail from the Branch’s P.O. Box several times a week
  • Review Branch members (50 years) for recognition as Honorary Life Member status.  Complete and submit applications as appropriate.
  • Maintain deadlines for submission of Branch Dues Report and Additional Dues Reports quarterly and as needed.
  • Activities Timeline
    — The duties of the Dues Treasurer begin in April, immediately following the general election on the third Tuesday in April.   (Other elected officers assume responsibility July 1)
    — Dues are due May 15 of each year.
  • Updated February 2018

FINANCE TREASURER

  • Receive and deposit all monies remitted to the Branch, with the exception of dues, which are received and handled by the Dues Treasurer
  • Pay all bills provided for in the budget or verified by persons making AAUW purchases. Track and pay all renewals and recurring bills, such as voicemail, Constant Contact, insurance, storage, etc.
  • Record all Branch revenue and expenses according to budget or other Branch account categories
  • Prepare spread sheets for special activities
  • Maintain separate books for Book Sale transactions
  • Maintain orderly files and ensure proper back-up for all transactions
  • Keep accurate records for all Branch bank accounts and reconcile accounts at the end of every month
  • Prepare and submit a report to the Board at each regular meeting and the annual meeting, and at such times as requested by the Board. In most cases, reports should show actual MTD and YTD revenues and expenses as compared to budget figures
  • Close and present Branch books for annual review at the end of the fiscal year, June 30. Reopen the books at July 1
  • Serve on the Budget Committee and help prepare an annual budget
  • Serve on the committee which distributes earnings from book sale
  • Prepare and file necessary tax forms and payments by deadlines, such as annual sales tax return
  • Pick up AAUW-AA Branch mail in box at Stadium Post Office and distribute
  • Acknowledge donations with signed and dated receipt to be used for tax purposes

Skills: accounting, spreadsheet and computer skills                                                                                                                        Updated February 2018

FUNDRAISING CHAIR

  • Recruit a small committee to plan fund-raising activities for the year. Branch President and/or other elected officer(s) should be ex-officio members.
  • Identify Branch financial needs.
  • Consider appropriate projects for fund raising, and designate how funds will be used.
  • Make plans for the Branch garage sale, which traditionally funds convention expenses.
  • Organize a Branch garage sale to be held in alternate years in the month of May.
    – Secure a site for the sale

    – Advertise need for donations from branch members
    – Enlist member involvement as pricers, workers, cleanup help
    – Plan for disposal of unsold items
    – Prepare activity report for Board

Updated February 2018

HISTORIAN

The Ann Arbor Branch Historian is responsible for placing certain printed materials into the Branch history files at Bentley Historical Library, at the end of each year of operation. 

  • Printed materials are collected by the Historian in June:  These materials include: Board and Branch minutes, financial reports, business correspondence, Directory, Monthly Bulletins, Book Sale information, publicity, and the annual report of the President plus other materials designated to be saved. Only one copy of each of the above is needed.
  • Materials are added to the Bentley Library files along with an updating of the “finding aid” document.
  • Additional items are added as needed, such as special reports and projects, photographs (labeled if possible), letters and awards.
  • If Board members or others request historical information, it will be provided where possible.
  • The Historian works with the Membership Chair or Dues Treasurer regarding members who may be eligible for Honorary Life Membership.
  • The Historian attends Board meetings.
  • The Historian determines potential expenses as part of the annual budget process.

Updated February 2018

MAILING COMMITTEE CHAIR

    • Coordinate and oversee the Mailing Committee
    • Maintain an electronic copy of the complete Branch mailing list (from the master spreadsheet)
    • Maintain an electronic list of members who do not have an email address or computer access, (from the master spreadsheet)
    • Mail printed copies of the Bulletin and the Monthly Branch Calendar to members who do not have email addresses or computer access.
    • Each month in which there is a Branch meeting, print 10 copies of the Bulletin and Monthly Branch Calendar, to be made available at the meeting for new and potential members.
    • Maintain printed copies of Bulletins, Monthly Branch Calendars, and the Membership Directory for yearly transfer to the Branch Historian
    • Mail one copy of  the Bulletin, when published, to the AAUW Library in Washington, DC
    • When the Directory is published (in the fall), coordinate with the Directory Editor to ensure that all members receive a Directory either in person or through USPS mail:
      • Work with the City Club or other Branch meeting venues to set up card tables and chairs for Directory distribution; recruit one or two members to help
      • Print out a single set of mailing labels.  As Directories are handed to individual members, remove and affix each label to that Directory. 
      • Labels that are left over from the above manual handouts are used for USPS mailings of remaining Directories.  Mail them in 6 ½ x 9 ½” manila envelopes.  Recruit a team to help stamp, stuff, and tape envelopes.  Directories are sent via First Class Mail, using PS Form 3600-EZ, May 2009.  Check with the Post Office in September to see if any changes have been made to mailing procedures since the previous year.  Maintain copies of all postal forms used.
  • Manage the printing of mailing labels, as needed
  • Maintain a stock of Directory mailing envelopes, blank printable labels, and USPS forms.
  • Perform other mailing duties at the direction of the board.  
  • Determine potential expenses for the Annual Budget, which will include Bulletin and Monthly Calendar printing, copying, and mailing expenses, and Directory mailing expenses.

Skills: Computer skills 

Updated February 2018

MEMBERSHIP VICE PRESIDENT

1. Primary responsibility is the recruitment of new members:

            • Serve as chair of the Membership Committee to solicit recruitment ideas.
            • Solicit names of prospects from current members and mail membership information to them.
            • Monitor AAUW voicemail and respond to requests for information from September through mid-June. Book sale chairs are responsible for the voice mail message from mid-June through the Book Sale dates. Record new message as needed.
            • Be the contact person for AAUW’s entry in the Ann Arbor City Directory.

2. Keep membership brochures, etc. up to date: provide brochures for Book Sale sorting, garage sale and other AAUW-sponsored events.

            • Set up and staff membership information table during the annual Book Sale, and at other community events when appropriate.
            • Submit bills to the Treasurer in a timely fashion.

3. Assist with the planning and coordination of the annual Membership Open House with president-elect, dues treasurer and social co-chairs.

            • Prepare announcement/article for the September Bulletin.
            • Publicize Open House by sending information to AAUW members-at-large and to the previous year’s prospects who did not join.
            • Mail invitations to the current list of prospect generated from members
            • Attend Open House planning meetings.
            • Staff membership information table during Open House.

4. Interview new members and submit the “Membership Corner” column to the Bulletin Editor each month, as appropriate. Work with the Dues Treasurer to identify members who are eligible for Honorary Life membership and publicize their stories in the Bulletin.

5. Coordinate orientation of new members with president and president-elect and other committee members of your choosing. Orientation of new members has been accomplished in the previous few years by a New Member Reception held at the City Club from 6 p.m. to 7:15 p.m. prior to the February Branch meeting.

6. Attend Branch board meetings on a regular basis and report on membership; preside at meetings in the absence of the president, president-elect and program vice-president.

7. Perform such other duties as are requested by the president or by the board of directors.

8. Assign mentors to new members:

            • Obtain a list of members willing to mentor from the dues treasurer.
            • Obtain a list of new members from the dues treasurer.
            • If no one volunteers to mentor a new member, call current members on the list and try to match up appropriate mentors for the new members.
            • As mentors are assigned, inform the President-elect who will send letters to both the new member and the mentor informing them of their connection.
            • Send a list of new members and their mentors to the Bulletin Editor each month.
            • Call for a committee to plan the New Member-Mentor Reception.
            • Communicate with the City Club for food requests and set-up arrangements for the Reception.

9. Receive mailings from the state and national offices and distribute the information to the appropriate officer. Review the membership material and use it to develop membership recruitment and retention activities for our local branch.

10. Determine potential expenses for Budget committee.

Skills: computer

MISSION/ISSUES DIRECTOR

          • Keep up to date on programs offered by AAUW
          • Identify local and national issues which are key to our mission
          • Identify local programs, projects, groups who could benefit from our involvement
          • Filter member suggestions for new community outreach projects which are in line with our mission; propose new ideas to the Board
          • May call a committee to brainstorm projects and make recommendations
          • Develop strategies for implementing outreach projects
          • Appoint a chair to guide each project and work with that person on implementation
          • Update webmaster of projects, chairs, and contact information
          • Continue to evaluate current projects.
          • Keep the Board informed on progress and needs of projects
          • Determine potential expenses for the budget committee

Updated September 2014

NAMETAGS//GREETERS

Nametags

            • Secure nametags with the AAUW Ann Arbor branch logo, which are provided for all members.   The nametags for elected officers and appointed chairs also include the members’ titles.  New nametags are prepared as follows: For new members when they join AAUW Ann Arbor branch; for new officers and chairs to include new titles; for outgoing officers and chairs to remove prior titles.
            • Keep an attendance count for branch meetings. The number of attendees (members and guests) is recorded on an Excel spreadsheet and total attendance for the year is reported to the board in May.

Greeters

            • Two members arrive about 20 minutes prior to meetings/events and set up the nametag table.  They provide teal Greeter tags for the people acting as greeters.  They then greet members as they arrive for meetings, supply the nametags and remind members to mark the attendance sheet.
            • Nametags are prepared for guests attending the winter and spring luncheons. “Reserved Table” signs are also prepared for the luncheons. It is helpful to have pulled the tags for members who made reservations and arrange them alphabetically for pick up.

NCCWSL CHAIR
NATIONAL CONFERENCE FOR COLLEGE WOMEN STUDENT LEADERS

February:
Recruit 5 Committee Members (4 adequate). Work with 3-U-M, 1-EMU and 1-WCC administrator Feb- March[recommended].

            • Set final ranking meeting for Committee in mid-March.
            • Contact by telephone College/University administrators who work closely with students and explain NCCWSL Program.
            • Send U-M, EMU or WCC scholarship applications to administrators asking to collect and return in less than two weeks.

March:
College administrators forward student applications to AAUW-AA Chair by an early March deadline.

            • Committee members receive and rank each application on their own in mid-March.
            • Committee determines top scholar to be funded by Ann Arbor to attend NCCWSL at meeting on mid-March.
            • Chair informs scholarship winner giving information on “early-bird” NCCWSL registration and Ann Arbor scholarship.
            • Chair informs all non-winners urging them to register and apply at the NCCWSL website for an AAUW scholarship.

April:
Continue informing/communicating with winner and other applicants.

May:

            • Announce NCCWSL—AAUW awards to students.
            • Check sources for more scholarship winners and work with AAUW-MI for travel grants for potential additional NCCWSL-AAUW awardees or other assistance.
            • Determine potential expenses for Budget committee.

Skills: Computer communication skills 

NOMINATING COMMITTEE

The Nominating Committee includes 7 members: 2 members elected the previous year for 2-year terms, 2 newly elected 2- year members and 3 members appointed by the President and approved by the board of directors for one-year terms. The nominating committee chooses a Chair or co-Chairs from its elected members.

          • The Nominating Committee presents a slate of nominees in writing to the membership at least 30 days prior to the election. Nominations may be made from the floor at the time of the election providing the written consent of the nominee is obtained.
          • The slates to be developed each year are:
            > In elections held in even-numbered years, the slate will include the president-elect, vice president for membership, recording secretary, and two 2-year-term members for the nominating committee.
            > In elections held in odd-numbered years, the slate will include the president-elect, vice president for program, finance treasurer, dues treasurer, and two 2-year-term members for the nominating committee.
            > The Committee will nominate candidates for vacant electable officer positions at any time during the year and send them to the AAUW Board for approval.
          • The Committee will ask for lists of possible candidates from the president and president-elect. Members interested in specific positions may contact committee members to discuss their interest. In addition, the membership VP will keep a list of special skills gleaned from the New Member Survey. Computer skills are essential for all Board positions.

Activities Time-Line:
December: Set a date in January for all nominating committee members to meet.
January: A Nominating Committee meeting is held to discuss each office and position. Candidates are discussed and when agreement is reached, phone calls are made to the potential candidates. Emails, phone calls, and meetings continue until a full slate is obtained.
February: The candidates’ slate must be presented at the February Board meeting and sent to the Newsletter Editor for March publication.
April: The slate is voted on at the Annual Meeting. The voting is done by ballot except where there is only one nominee for office, the vote may be taken by voice.

 

Updated December 2015

PAST PRESIDENT

A Past President’s first obligation is to manage the transition from her term to her successor’s. They should meet to transfer materials relevant to the office, explain any relevant issues, procedures or duties that will be assumed by the incoming president.

          • During her term, the past president will support and mentor the current president as needed. She serves on the Executive Board, making her experience available there and to the Board in general. She attends monthly Board meetings.
          • Her penultimate duty is to be responsible for installing the new Board of Directors at the May luncheon.
          • She will be honored at a luncheon or gathering of available Ann Arbor AAUW Branch Past Presidents, and will organize such an event the following year. Recently, this group has made a donation to NCCWSL, or some other agreed-upon purpose.

Updated September 2014

PHOTOGRAPHY AND DISPLAYS

          • Take photographs of events and activities for AAUW Ann Arbor branch and supply them to website, Bulletin, historian and members.
          • Photography will include board members, book sorting, book sale, students, winter and spring luncheons and others as needed.
          • Find substitute if not available for photo opportunities.
          • Supply photographs either electronically or in hard copy as needed to website, Bulletin and members.
          • Others may also take photos as long as they do not interfere with formal photos being taken by official photographer.
          • Determine potential expenses for the budget committee.

POLICY AND BYLAWS CHAIR

          • Chair the committee on Policy and Bylaws
          • Review branch bylaws every two years
          • Update any mandated changes to bylaws
          • Review/update Board of Directors job descriptions as needed
          • Update Policies as needed
          • Address procedural problems at branch meetings in absence of Parliamentarian
          • Keep e-files of Bylaws, Policies and Job Descriptions
          • Determine potential expenses for Budget committee

Skills: computer word processing necessary

PRESIDENT

          • See that liability insurance is renewed each year in January.
          • Complete a contract with the Ann Arbor City Club by May l or the AACC due date.
          • Be the official representative for the branch in the activities of AAUW on all levels.
          • Ensure that AAUW missions are implemented.
          • Submit a list, by June 1, of the incoming and continuing branch officers and chairs or co­chairs to the president of AAUW Michigan and to the executive director of the AAUW, before taking office.
          • Submit an annual report of the branch to the person designated on the forms provided by the Association not later than June 1.
          • Be responsible for bringing the branch bylaws into conformity with the AAUW Charter and Bylaws after each AAUW convention and for submitting revised bylaws for review to the bylaws chair of AAUW Michigan by December 1, following the biennial AAUW convention.
          • Be responsible for bringing branch bylaws into conformity with the AAUW Michigan bylaws after each state convention.
          • Preside at all meetings of the branch, the board of directors, and the Executive Committee.
          • Serve as an ex-officio member of all task forces and committees except the nominating committee.
          • Call special meetings of the branch in accordance with provision of the branch bylaws.
          • Appoint, with the approval of the executive committee, the chair and/or co-chairs of all task forces and committees, except the nominating committee and those provided for by election, and any additional officers authorized by the branch bylaws.
          • Be responsible for the performance of the duties of any officers because of their absence or disability.
          • See that a budget is prepared in a timely manner for board approval prior to presentation at the April branch meeting.
          • See that the State of Michigan Articles of Incorporation are renewed and fees paid each year in October.

PRESIDENT – ELECT

          • Coordinate Interest Groups:
            >  Gather schedules and information about each group’s program plans for the year.   Organize September Open House in conjunction with the Program Chair and Social Co-Chairs.
            >  Visit as many groups as possible during the year in order to become acquainted with individual members and learn more about the structure of the branch program.
          • Serve on the committee for the distribution of the book sale scholarship funds.
          • Serve as ex-officio member of the By-Laws and College/University Relations Committees.
          • Attend Branch Board Meetings and Executive Board Meetings.
          • With the Directory Editor, coordinate the preparation of the Branch Membership Directory:
            > Prepare and/or collect informational content for the directory as requested by the Directory Editor (the membership listing will be prepared by the Directory Editor).
            > Solicit ads for the directory and collect payment for these ads.  Ad copy to be sent to the Directory Editor, who will incorporate the ads into the directory layout.
          • Send welcome letters with information about their mentors to all new members.  Member Directories to be included with letters sent to members who join after the main distribution to current membership.
          • Preside at meetings in the absence of the president, and act in the absence or disability of the president.
          • Perform other such duties as are requested by the president or by the board of directors.
          • Consult and/or advise informally as members raise questions.
          • Activities Timeline

June, July, August:

Directory Ads

          • Make follow-up phone calls in August to all potential advertisers non-responders.
          • Maintain advertiser information on spreadsheet.
          • Ads to be sent directly to directory editor electronically or as camera-ready hard copy.
          • Finalize directory ads; payment checks to Finance Treasurer. 
          • Send renewal letter with order form to previous advertisers by the end of June.
          • Send ad info to AAUW Message Board to encourage membership to advertise in directory.
          • Contact potential new advertisers.

Membership Directory

          • Consult with Directory Editor on content and layout of Directory.
          • Prepare and/or collect copy for directory:  President’s Letter, Description and schedule of Interest Groups, Branch Programs Schedule and Description.  Send electronically to Directory Editor.
          • Assist with proofing Member Directory and distribution at branch meeting.

Interest Groups (IG)

          • Prepare folders for IG chairs (use previous year’s model).
          • Assist in arrangements for any new Interest Groups.
          • Conduct IG Chairs meeting held in late August with information about Open House.
          • Plan Sept. Open House with Program VP, Membership VP, Social Chairs, and Ann Arbor City Club staff.
          • Get schedules, descriptions, chair names from Interest Groups.

New Member Letters

          • Beginning in July (and continuing throughout year), send welcome letters to newly joining members; information from Membership VP; after general distribution of directory to membership, include directory with welcome letters.

September/October:

          • At Open House, supervise table setup, place signs, direct IG Chairs to their tables.
          • Contact all local directory advertisers via email inviting them to have a display table at branch meetings.  Coordinate monthly any advertiser displays.  Notify City Club of necessary number of display tables each month.
          • Begin visiting Interest Groups.
          • Coordinate with President, Program VP, Membership VP and Social Chairs for final preparations for Open House.
          • Prepare IG Calendar and IG description lists for Open House.
          • Inventory Open House Supplies – IG signs, stands, Sign up sheets and provide additional ones if necessary.

November:

          • Collect Interest Group membership lists and programs and check for non-members.
          • Continue visiting Interest Groups (continues throughout year).

December:

          • Assist President in planning Winter Luncheon Program and Guest List.

March:

          • Begin appointing directors and chairs for the coming year.  Use Nominations list as a reference for possible people to fill the appointed positions.

May:

          • Assist President in planning Spring Luncheon Program and Guest List.
          • Send welcome and/or appreciation letters to all incoming, outgoing and continuing directors and chairs.
          • Complete contract with Ann Arbor City Club.
          • Prepare list of elected and appointed Board members for June Joint Board Meeting.
          • Send a list of elected and appointed board members to the Association and the State Board.
          • If necessary, locate and arrange site for Board Meetings.

Updated December 2011

PROGRAM VICE-PRESIDENT

          • Courtesy Gift: obtain/maintain supply for speakers.
          • Preside at meetings in the absence of the president and president-elect, and act for them in their absence or disability.
          • Work with other board members on Women’s Equality Day [WED]and Equity day in August and April, respectively.
          • Perform such other duties as are requested by the president or board of directors.
          • Determine potential expenses for the Budget committee. See item #10 in General Policies, re: budget and possible fees, honorariums, or reimbursement for expenses, for special speakers.
          • Serve as chair of program committee.
          • Contact suggested speakers, extend invitations and follow up with written or verbal confirmation.
          • Consider panel discussions with several participants for some programs.
          • Complete program schedule for the year before the September Open House and provide copy to the Directory editor for inclusion in the directory.
          • Provide monthly program announcement to the Bulletin.
          • Confirm final arrangements with speakers in a timely fashion, including checking need for special audio-visual equipment.
          • Coordinate arrangements with social chair for meeting room facility, including need for podium, microphone and A-V equipment.
          • Introduce speaker at meeting and follow up with a thank-you note after the program.

Skills: computer skills 

PUBLIC POLICY CHAIR

          • Become knowledgeable about AAUW mission of promoting equity and education for all women and girls and the programs that meet their needs.
          • Become informed about AAUW public policy positions.
          •  Inform members of current pertinent pending legislation at state and national levels.
          • Subscribe to the national online/email communications:   “AAUW Washington Update” from the AAUW Public Policy & Government Relations and the  “AAUW Action Network”  – two excellent sources of up to date information.  National website: https://www.aauw.org/.
          • Follow legislative issues at the state level through the AAUW of Michigan at: http://www.aauwmi.org/.
          • Distribute information through the electronic branch “Bulletin” and if necessary, due to dated material, use the branch email system.
          • Work in partnership with others with purposes consistent with AAUW public policy goals, including voter education information about candidate positions as well as background information on election issues.  Remember we are not allowed to endorse any political candidate.
          • Monitor biennial priorities for AAUW and State action, chosen according to the criteria of viability, critical need, strong member support and potential for distinctive AAUW contribution. Co-ordinate with Communications chair for Public Policy Action, as well as with Issues/Mission/Task Force chair.
          • Determine potential expenses for Budget committee.

Skills: Computer skills/ word processing/web browsing required

RECORDING SECRETARY

          • Perform such duties as are requested by the President or Board of Directors.
          • Prepare potential expenses for budget committee as requested.
          • Record and keep in her custody the minutes of all meetings of the Board of Directors, the Executive Committee, and any branch meetings as requested by the branch President (typically, the meeting which includes election of officers).
          • Keep a copy of the branch policies and bylaws and a list of branch officers and committee chairs in the Recording Secretary files, and have it available for consultation at branch board meetings.
          • Maintain a separate list of actions taken by the Board of Directors which are policy-making, together with the dates on which such actions were taken.
          • Transmit one copy of the minutes of the board meetings, as well as any other requested meeting minutes, to the Branch Historian at the end of each fiscal year. Additionally, transmit one copy of accompanying supplementary board reports to the Branch Historian.

Additional Notes:

            • Recording of board meetings on a digital recorder is useful for reference.
            • Circulate attendance sheet at board meetings.
            • Format minutes to be consistent with the President’s agenda.
            • Label filename of minutes with date and draft number, e.g., AAUWboardminutes050410draft1.
            • Include filename in minutes as footnote.
            • Send first draft of minutes to the President and one reviewer for editiing before submission to the entire board for review.
            • Submit supplementary board member reports electronically to entire board. Include filenames of monthly supplementary reports in monthly minutes.

Updated December 2011

SOCIAL CO-CHAIRS

          • Arrangements for monthly branch meetings are made in advance with AACC.  Interest/Study groups sign-up to bring 2 dozen cookies for the meetings.  The groups should be reminded one week in advance and asked to deliver cookies before 7 p.m. the day of the branch meeting.
          • Arrange for greeters for each branch meeting and send them a reminder at least one week in advance of the meeting.
          • Coordinate with the Program V.P. to make the following arrangements: Date of meeting; Estimated attendance (45 – 70); Arrival time for social and hospitality chairs; serving time; Meeting time.
          • Order the following: 2 carafes decaffeinated coffee; 30 cups brewed tea; 2 pitchers of water; 50 cups and saucers; 20 glasses of water; spoons, cocktail napkins; 3 serving plates for member’s cookies; 2 card table size tables for nametags at front entrance; basket for returned nametags.
          • Plan to arrive 45 minutes before the meeting begins; check room setup and beverage service.
          • The September Open House, December and May Luncheons are traditionally held at AACC in the ballroom.  Consult with AACC for arrangements.  Detailed instructions for arrangements and prepaid registrations are included in the Social Chair’s binder.
          • Determine potential expenses for Budget committee

Skills: computer skills recommended

WEBSITE CHAIR(S)

          • Monitor the annarbor-mi.aauw.net website to ensure that all information is current and accurate.
          • Work with Site Resources, Directory Editor, and others as necessary to keep the website up to date.
          • Annually or as necessary, send updated email forwarding addresses to Site Resources, to keep Contact Us links current.
          • Respond in a timely fashion to requests for updates from Board members and other  branch members.
          • Design and implement new pages or edit existing ones as necessary, to improve the usefulness, accessibility, and appearance of the website.
          • Perform similar activities for the Branch Facebook page
          • Activities Timeline

1.  At least once a year, and more often when necessary, send new forwarding addresses to Site Resources, so they can update the Contact Us page on the website.
2.  At least once a month, and more often when necessary, post new Branch events to the interactive calendar on the home page.
3.  At least once a month, update the home page and Programs page as required, to ensure that visitors to the site always view current information.
4.  At least once a month, review activities pages, such as Book Sale, to make sure information is current.

Skills: Computer skills; willingness to learn and to use WordPress; should be detail-oriented person with willingness/ability to maintain information on all website pages in a timely and consistent manner.

Updated September 2017