Interagency Committee of State Employed Women (ICSEW) Bylaws, Policies and Procedures. Table of Contents

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1 Bylaws, Policies and Procedures Table of Contents Bylaws Committee Policies Committee Procedure Annual Report: Procedure Meeting Minutes: Policy Meeting Minutes: Procedure Appointment of Board Members: Policy Appointment of Board Members: Procedure Contracts and Purchasing Policy Contracts and Purchasing Procedure Supply and Asset Management Policy Supply and Asset Management Procedure Budget Development and Tracking Budget Development and Tracking Procedure Use of ICSEW Name: Policy Website Social Media: Policy Website Social Media: Procedure Interact: Policy LISTSERV Communications: Policy LISTSERV Communications: Procedure Information Secretary: Policy Information Secretary: Procedure Conference Subcommittee: Policy Health and Wellness Subcommittee: Policy Becoming an ICSEW Representative: Policy Becoming an ICSEW Representative: Procedure Agency Representation: Policy Agency Representation: Procedure Attendance: Policy Membership Subcommittee: Policy Professional Development Subcommittee: Policy Public Outreach Subcommittee: Policy Tax Receipts for Donated Items: Policy Tax Receipts for Donated Items: Procedure Legislative and Policy Subcommittee: Policy Advising the Governor Advising State Agencies Procedure Historian or History Subcommittee... 52

2 Policy: Bylaws ICSEW Bylaws ARTICLE I - NAME The name of the organization shall be the Washington State Interagency Committee of State Employed Women (referred to hereafter as ICSEW). ARTICLE II - PURPOSE The major focus of the ICSEW shall be to identify and advocate for issues faced by state employed women. This will be accomplished by: Advising the Governor and state management on policy issues requisite to improving employment conditions and career opportunities for women, especially in the areas of education, training, career development, and salary disparity; and Advising the Governor and state management on the development and implementation of comprehensive and coordinated policies, plans and programs focusing on the issues and needs of women in state government; and Communicating with and for women as state employees. ARTICLE III - MEMBERSHIP The ICSEW chair shall appoint representatives for a two-year term from each state agency, board, commission, and institution of higher education. Agency or institutional heads (or otherwise named head of the entity as defined in Article XII Definitions) are responsible for providing the chair with candidates for appointment. The membership subcommittee chair will work with the chair to ensure membership lists are current. A position is vacated when a representative notifies the chair, membership chair, or other subcommittee chair of a resignation, or when the Executive Board recommends to the ICSEW chair the removal of a member. The ICSEW chair shall appoint a replacement to fill the un-expired portion of a two-year term for a vacated position, based on the recommendation from the agency or institutional heads. Agency or institutional heads may identify alternate(s). Alternates may participate fully in ICSEW activities with the exception of voting. Only appointed representatives are eligible to vote. Alternates may vote in the absence of the representative, provided a signed proxy is presented to the ICSEW chair or membership chair either before or at the meeting. Amended: May 1997; September 1997; June 2000; September 2003; January 2010; November 2010, May 2011; January 2017 Page 1 of 52

3 Policy: Bylaws ICSEW Bylaws Agency appointees must be registered to vote in the State of Washington. ARTICLE IV - ATTENDANCE Regular attendance at general membership meetings is essential so that decisions made represent the opinions of the ICSEW as a whole. In addition, regular attendance enables ICSEW members to be productive and helps ensure that issues are examined from a variety of perspectives. The Executive Board shall maintain and enforce an attendance policy. Each representative appointed to the ICSEW shall attend a minimum of six meetings annually. If unable to attend, the representative shall provide prior notice to the membership chair and may send an alternate. An ICSEW member may forfeit her/his appointment as a result of poor attendance. Each member is required to select one or more subcommittees on which they will be an active participant. It is at these subcommittees that a large amount of the ICSEW work is accomplished. ARTICLE V - EXECUTIVE BOARD The Governor shall appoint the chair and designate an executive policy advisor as liaison to the ICSEW. The chair, vice chair, executive secretary, information secretary, treasurer, and subcommittee and ad hoc subcommittee chairs will serve as the Executive Board to the ICSEW. Any ICSEW member is eligible to serve on the Executive Board. Alternates may sit on the Executive Board provided there is a 2/3 majority of appointed representatives on the board. The chair shall appoint the following: Vice chair Executive secretary Information secretary Treasurer Subcommittee chairs Ad hoc subcommittee chairs (as necessary) Amended: May 1997; September 1997; June 2000; September 2003; January 2010; November 2010, May 2011; January 2017 Page 2 of 52

4 Policy: Bylaws ICSEW Bylaws A. Roles and Responsibilities of the Executive Board The chair shall conduct all meetings of the ICSEW, communicate adopted recommendations to the Governor, make additional appointments to the ICSEW executive board as necessary, serve as the designated spokesperson in any forum, submit an annual report to the Governor, and perform other duties as needed to further the purpose of the ICSEW. The vice chair shall coordinate subcommittee and ad hoc subcommittee activities with the chairs; arrange for, and introduce, speakers for the programs presented at meetings; preside at meetings in the absence of the chair; and perform other duties as needed to further the purpose of the ICSEW. The executive secretary shall keep accurate minutes of all general membership and Executive Board meetings, and ensure all documentation created by and for the ICSEW is made publicly available. The information secretary shall work with the Governor s office to prepare proclamations and other official correspondence, and prepare correspondence as requested by the chair and vice chair. The treasurer shall produce the ICSEW budget, track ICSEW expenditures and revenues, and provide information on the financial status of the ICSEW at general membership meetings or as requested. The subcommittee and ad hoc subcommittee chairs(s) shall hold subcommittee and ad hoc subcommittee meetings as needed, represent the subcommittee and ad hoc subcommittee as a member of the executive board, submit recommendations to the membership for action, and prepare and submit a summary of the year s activities for the annual report. ARTICLE VI - SUBCOMMITTEES ICSEW has seven subcommittees: Communications, Conference, Health and Wellness, Legislative and Policy, Membership, Professional Development, and Public Outreach. The Communications subcommittee ensures the continued availability and communication of information regarding the ICSEW and issues through media, including, but not limited to, the InterAct newsletter and the ICSEW website. The Conference subcommittee plans and coordinates the ICSEW leadership conferences, including, but not limited to, identifying location, theme, dates, budget, and speakers. The Health and Wellness subcommittee expands knowledge of health and wellness with an emphasis on promoting healthy behaviors. The Legislative and Policy subcommittee researches legislative and policy issues Amended: May 1997; September 1997; June 2000; September 2003; January 2010; November 2010, May 2011; January 2017 Page 3 of 52

5 Policy: Bylaws ICSEW Bylaws affecting state-employed women, develops recommendations to share with the Office of the Governor and state agencies, and promotes education relating to legislative processes and policy making. The Professional Development subcommittee encourages professional growth by providing training, networking, and educational information. The Membership subcommittee monitors membership, attendance, and representation, and manages logistics for general membership meetings. The Public Outreach subcommittee promotes ICSEW, coordinates participation in public and state agency-sponsored events and ICSEW-sponsored drives in alignment with the ICSEW s mission and vision. Ad hoc subcommittees are appointed and/or abolished by the chair under special circumstances. The ad hoc subcommittees are established to respond to current issues impacting the ICSEW and state-employed women. Ad hoc subcommittees are reviewed annually to ensure the issues continue to be of importance. ARTICLE VII - FUNDING The ICSEW shall have the authority to receive such gifts, grants and endowments from public or private sources as may be made from time to time or otherwise for the use and benefit or the purposes of the ICSEW and to expend the same, including any income generated from them according to the terms of those gifts, grants or endowments. ARTICLE VIII - MEETINGS The ICSEW will meet at least six times per year. The specific month, day, and time will be determined by the chair. An emergency meeting may be called at the discretion of the chair or at the request of six or more members. o The purpose of the meeting will be stated in writing, and distributed either electronically or by paper. ARTICLE IX - AMENDMENTS The bylaws may be amended by a two-thirds vote of the representatives. ARTICLE X - QUORUM Fifty-one percent of the representatives shall constitute a quorum for action. Representatives will be given fourteen calendar-day notice prior to a regularly scheduled meeting if voting action will take place. Representatives shall have one vote. Amended: May 1997; September 1997; June 2000; September 2003; January 2010; November 2010, May 2011; January 2017 Page 4 of 52

6 Policy: Bylaws ICSEW Bylaws A representative who is unable to attend a meeting may send an alternate to the meeting. The alternate may vote in place of the representative provided a signed proxy is presented to the chair either before or at the meeting. Fifty-one percent of the executive board shall constitute a quorum for action or decisions not requiring a vote by the representatives. No notice requirements will be in place for executive board action. This action in no way detracts from the authority of the chair to make decisions, as the executive board is an advisory board to the chair. ARTICLE XI - PARLIAMENTARY PROCEDURES An informal version of Robert's Rules of Order (Newly Revised) shall be the parliamentary authority for the Committee. ARTICLE XII DEFINITIONS Ad hoc subcommittees - subcommittees that are established for the special purpose of studying, involving, or informing state employees regarding specific issues as identified by membership or the Governor. Alternate - A member designated by her/his Agency or institutional heads as an alternate for the appointed representative. Alternates have membership rights to serve on subcommittees and participate in Committee activities. Alternates do not have voting privileges unless identified by the appointed representative with a signed proxy form. Executive board (Board) - The collective body of board members including the ICSEW chair, vice-chair, executive secretary, information secretary, treasurer, subcommittee chairs, and ad hoc subcommittee chairs. Member - Any appointed representative or alternate. Representative A member appointed by the ICSEW chair for a set term to represent an agency, board, commission, or institution of higher education. Subcommittee - Designated groups that support the ongoing operation of the ICSEW. The following definitions are taken from RCW , Public officers and agencies, and also apply to the ICSEW: o Agency means any state board, commission, bureau, committee, department, institution, division, or tribunal in the legislative, executive, or judicial branch of state government. Agency includes all elective offices, the state legislature, those institutions of higher education created and supported by the state government, and those courts that are parts of state government. Amended: May 1997; September 1997; June 2000; September 2003; January 2010; November 2010, May 2011; January 2017 Page 5 of 52

7 Policy: Bylaws ICSEW Bylaws o Head of agency and director means the chief executive officer of an agency. In the case of an agency headed by a commission, board, committee, or other body consisting of more than one natural person, agency head means the person or board authorized to appoint agency employees and regulate her/his conduct o State employee means an individual who is employed by an agency in any branch of state government. For our purposes, employees of the superior courts are not state officers or state employees. Amended: May 1997; September 1997; June 2000; September 2003; January 2010; November 2010, May 2011; January 2017 Page 6 of 52

8 Policy No.: 100 Committee Policies PURPOSE This policy assures timely and systematic review of proposed and revised administrative policies by outlining the procedures to be followed for their initiation and review. SCOPE This policy applies to all new committee policies and procedures and to the periodic review of existing committee policies and procedures, updates for legislative enactments, or executive orders. POLICY Committee policies and procedures shall meet the following criteria: Policies and procedures that address the same issue shall be combined into one document. The description of the policy shall be general. Policies and procedures shall address recurring issues. Mandating authorities shall be cited and summarized as appropriate. Policies and procedures shall be formatted consistent with this document. Policies and procedures shall exist, and be accessible to all membership, both in print and electronic format. [none] Revised Date: 11/01/2016 Executive Board Approved: 2017 ICSEW Approved: 2017 Policy No.: 100 Page 7 of 52

9 Procedure No.: Procedure Name: Committee Procedure PROCEDURE New policies and procedures and/or proposed revisions shall be reviewed and adopted as follows: 1. Proposed and/or revised policy(s) and procedure(s) may be drafted by any committee member. 2. Policy and/or procedure revisions will be presented with a current policy and/or procedure marked for proposed revisions for easy identification of proposed changes. 3. The ICSEW chair via electronic mail will introduce proposed new or revised policy(s) and/or procedure(s) to the ICSEW executive board. 4. The executive board will have seven days to review the proposed draft and provide comments to the ICSEW chair. a. If the ICSEW executive board comments (or lack thereof) indicate a consensus agreement with the proposed policy and/or procedure, the ICSEW chair will go to the next step to present to the ICSEW membership. b. If the ICSEW executive board comments indicate a minor change is needed to make the proposed policy and/or procedure appropriate, the ICSEW chair may make the suggested change and resubmit to the ICSEW board for comment with a new seven-day deadline. c. If there is a major concern or comment regarding the proposed policy and/or procedure it will be placed on the next executive board meeting agenda for discussion and vote. 5. The ICSEW chair will present board approved policies and procedures to the ICSEW membership via electronic mail. 6. The ICSEW membership will have seven days to review the proposed draft and provide comments back to the ICSEW chair. a. If the ICSEW membership comments (or lack thereof) indicate a consensus agreement with the proposed policy and procedure, the ICSEW chair will adopt and publish the policy(s) and procedure(s). b. If there is a major concern or comment regarding the proposed policy and procedure it will be placed on the next general membership meeting agenda for discussion and vote. The ICSEW chair may assign any ICSEW member to draft a policy and/or procedure. The assignment should include a clear definition of the specific policy and/or procedure to address and have a 30-day due date. Revised Date: 11/01/2016 Board Approved: 2017 ICSEW Approved: 2017 Procedure No : Page 8 of 52

10 Procedure No.: Procedure Name: Committee Procedure [none] Revised Date: 11/01/2016 Board Approved: 2017 ICSEW Approved: 2017 Procedure No : Page 9 of 52

11 Procedure No.: Procedure Name: Annual Report PROCEDURE The business year for the ICSEW is July 1 through June 30. The ICSEW will publish and submit an annual report by July 31 each year. The ICSEW Annual Report shall contain at a minimum the following items: Statement of the overall ICSEW goals of the past year Specific actions taken to help achieve ICSEW goals Significant activities from the ICSEW over the past year Status of issues in which the ICSEW has been involved Status of new issues brought to the attention of the ICSEW Annual treasury report 1. Each subcommittee chair (current or outgoing) is responsible to submit a report to the ICSEW chair by the transition meeting held each July. The report shall include at a minimum the following elements: Budget to expenditure report Significant accomplishments Progress toward committee goals 2. The ICSEW chair (current or outgoing) or designee shall compile subcommittee reports to develop a draft ICSEW annual report and send to the executive board within ten working days of the transition meeting in July. 3. The ICSEW treasurer (current or outgoing) shall submit a treasury report for inclusion in the annual report within ten working days of the transition meeting in July. 4. The executive board shall review the draft report and respond to the ICSEW chair within five working days after receipt of the draft report. 5. The ICSEW chair or designee shall complete a final annual report and submit to the Governor s office by July 31 of each year. [none] Revised Date: 11/01/2016 Board Approved: 2017 ICSEW Approved: 2017 Procedure No.: Page 10 of 52

12 Policy No.: 110 Meeting Minutes Policy PURPOSE This policy provides direction to the ICSEW executive secretary on policy related to the production of meeting minutes. The intent of this policy is to provide clear instructions to the executive secretary or her designee and the ICSEW general membership committee on taking, developing, and distributing ICSEW general membership and executive board meeting minutes. SCOPE This policy applies to the executive secretary and the ICSEW general membership. POLICY The executive secretary is the recording officer of the ICSEW. The executive secretary shall keep a record of general membership and executive board meetings, stating what was done and not what was said. Meeting minutes are public record and shall be published accordingly. Robert, General Henry M., Robert s Rules of Order Revised, (most current). Revised Date: 11/01/2016 Board Approved: 2017 ICSEW Approved: 2017 Policy No.: 110 Page 11 of 52

13 Policy No.: Meeting Minutes Procedure PROCEDURE A record of the proceedings is taken at all ICSEW general membership and executive board meetings and are called minutes. The fundamentals of the record are as follows: The type of meeting (regular or stated, special, adjourned regular, or adjourned special). ICSEW name and/or subcommittee name as applicable. Date and place of meeting. The presence or non-presence of the ICSEW chair and executive secretary, or, in their absence, the names of their designees. The approval or non-approval of previous meeting s minutes, the dates of the meetings being given when it is customary to occasionally transact business at other than the regular business meetings. All the main motions (except those withdrawn) and points of order and appeals, whether sustained or lost, and all other motions that were not lost or withdrawn. The hours of meeting and adjournment, when the meeting is solely for business. Generally the name is recorded of the member who introduced a main motion. The executive secretary shall prepare and make available meeting minutes for board approval within 14 days of the event. The minutes are approved by the executive board by within 7 days. When approved by the executive board they shall be published on the ICSEW web site and sent to the general membership. In the absence of further discussion of the minutes, the minutes shall be deemed approved by the general membership within 72 hours of publishing. Robert, General Henry M., Robert s Rules of Order Revised (most current). Revised Date: 11/01/2016 Board Approved: 2017 ICSEW Approved: 2017 Policy No.: Page 12 of 52

14 Policy No.: 120 Appointment of Board Members Policy PURPOSE This policy assures timely and consistent recruitment and appointment of board members. This policy outlines recruitment techniques, application process, selection process, and new board member orientation procedures. SCOPE This policy applies to all ICSEW board positions open for recruitment or newly appointed. The Bylaws (in Article V) define the board as the chair, vice-chair, treasurer, executive secretary, information secretary, and standing and ad-hoc subcommittee chairs. This policy does not cover the ICSEW chair as the Governor appoints that position. POLICY The process for recruiting, selecting, and orienting of ICSEW board members shall be consistent. The policy and procedures governing the ICSEW board selection process shall be distributed to all potential board member applicants at the time of recruitment and be available at all times on-line at ICSEW Bylaws Revised Date: 11/01/2016 Board Approved: 2017 ICSEW Approved: 2017 Policy No.: 120 Page 13 of 52

15 Procedure No.: Procedure Name: Appointment of Board Members Procedure PROCEDURE New Business-Year Transition The ICSEW chair has the ability to determine current board members to retain for the new business year. In the event the chair wishes to replace a board member, notice to the board member shall be given by June 30. Board members wishing to relinquish their positions must inform the ICSEW chair by June 30. The ICSEW chair shall make the announcement of vacant board positions at each transition meeting (held the second Tuesday in July of every year). The announcement shall also be made via electronic mail to all ICSEW members by this date. The following items must be included or covered by the announcement: Bylaws, Article 5 executive board Title and brief description of the vacant board position(s) Any policies and procedures that govern the vacant position(s) Policy 120 and procedure Appointment of board members, and Submittal requirements as determined by the current ICSEW chair The application submittal time for ICSEW board positions shall be open to only ICSEW members for 14 calendar days. Applicants shall submit requested information to the ICSEW chair for consideration. These include, at a minimum, a letter of interest, or electronic mail, describing why the person is interested in the position and what skills they would bring to the board. The ICSEW chair has the option to require additional information. The ICSEW chair will have 10 calendar days to consider applicants and offer positions. Board positions shall be filled to the extent possible in time for the August executive board meeting. Revised Date: 11/01/2016 Board Approved: 2017 ICSEW Approved: 2017 Procedure No.: Page 14 of 52

16 Procedure No.: Procedure Name: Appointment of Board Members Procedure All target dates will be extended by 60 days in the event the Governor has not appointed an ICSEW chair by June 30. Mid-Term Vacancies The ICSEW chair shall announce via electronic a board vacancy as soon as it is known. The following items must be included or covered by the announcement: Bylaws, ArticleV executive board Title and brief description of the vacant board position(s) Any policies and procedures that govern the vacant position(s) Policy 120 and Procedure Appointment of Board Members Submittal requirements as determined by the ICSEW chair The application submittal time for ICSEW board positions shall be open for 14 calendar days. Applicants shall submit requested information to the ICSEW chair for consideration. At a minimum, a letter of interest, or electronic mail, describing why the person is interested in the position and what skills they would bring to the board shall be required. The ICSEW chair has the option to require additional information. The ICSEW chair will have 10 calendar days to consider applicants and offer positions. Emergency Appointments The ICSEW chair has the right to make emergency board appointments without following the standard recruitment procedures when a vacancy will prohibit the ICSEW from fulfilling obligations of the current business plan. Emergency appointments are good through June 30 of the current business year. New Appointments The ICSEW chair shall schedule one-on-one time with new board members within 14 calendar days of their appointment to: Clarify duties and expectations Revised Date: 11/01/2016 Board Approved: 2017 ICSEW Approved: 2017 Procedure No.: Page 15 of 52

17 Procedure No.: Procedure Name: Appointment of Board Members Procedure Answer questions that new board member may have And review ICSEW policies and procedures ICSEW Bylaws Revised Date: 11/01/2016 Board Approved: 2017 ICSEW Approved: 2017 Procedure No.: Page 16 of 52

18 Policy No.: 210 Contracts and Purchasing PURPOSE This policy provides guidelines in establishing authority and general procedures for contracts. The purpose of this policy is to provide a streamlined method for proposing ICSEW Professional Services contracts using a tiered level of approval. The policy and procedure shall recognize that OFM is the handler of ICSEW funds and purchasing must be in compliance with OFM policies. This further recognizes that OFM has the ability to purchase on behalf of the ICSEW using a purchasing card or through existing accounts with select vendors. Use of OFM for purchasing streamlines payment processes and reduces the paperwork required by the purchase requestor and ICSEW Treasurer. SCOPE This policy applies to all new committee contracts for personal services, purchased services, and all goods and services purchases on behalf of ICSEW. DEFINITIONS Professional Services: Professional services are professional or technical services provided by a consultant to accomplish a specific study, project, task, or other work statement. Consultants, who provide personal services, serve state agencies or boards by offering advice based on specialized knowledge, skills, and experience and/or provide training/workshops in required areas, i.e. conference speakers and/or workshop trainers. Purchased Services: Purchased services are more repetitive, routine, or mechanical in nature, following established or standardized procedures. These services contribute to the day-to-day business operations rather than the management side and may meet more general needs of the board, i.e. catering. POLICY Contracts entered into by ICSEW will be executed and administered in accordance with federal and state laws (including ethics laws), and state Professional Service and Purchase Services regulations. Those persons responsible for Professional Service contracting on behalf of the ICSEW are required to adhere to all contracting rules and regulations. Revised Date: 11/01/2016 Board Approved: 2017 Committee Approved: 2017 Policy #: 210 Page 17 of 52

19 Policy No.: 210 Contracts and Purchasing Contracts and purchasing must be in compliance with all applicable state and federal regulations including those referenced below. Policies for Personal Services Contracts: Signature authority for the execution of ICSEW contracts is the ICSEW Chair. o The ICSEW Chair may assign a designee for signature authority and execution of ICSEW contracts to any Executive Board member who has completed appropriate contracts training. Responsibility for the overall coordination and administration of contracts is assigned to the ICSEW Executive Board. RCW requires completion of contract training for those who procure goods or services for the state. Committee purchases shall meet the following criteria: o Compliance with OFM purchasing policies o Provide direct benefit to ICSEW Procurement of Goods and Services, RCW Ethics in Public Service Act, RCW Revised Date: 11/01/2016 Board Approved: 2017 Committee Approved: 2017 Policy #: 210 Page 18 of 52

20 Procedure No.: Procedure Name: Contracts and Purchasing PROCEDURE Expense Approval Any planned personal services contract expenses are to be included in the subcommittees and overall ICSEW budget at a high level. Items that are included in the final approved published ICSEW budget are assumed budgeted and require no further approval. Subcommittees may use discretion on the actual spending of dollars by item without additional approval as long as the committee s actual budget is not exceeded. The subcommittee chair will be responsible for approving purchases and reimbursements charged to their subcommittee s budget. Personal service contracts not included in the final approved ICSEW budget may be approved as follows: The ICSEW chair may approve emergency expenditures up to $49. The ICSEW executive board shall vote to approve expenditures between $50 and $499 and non-emergent expenditures under $50. o A minimum of 51percent of the members of the board must be included in the vote to be valid. o A board member must make a motion. o Another board member must present a second to the motion. o Upon a motion and second, the expenditure will be voted on. o The motion and the vote will specify a brief description and maximum value of the intended purchase. o The vote result will be captured in the meeting minutes. o The treasurer will note an affirmative vote and included in future budget projections. o The voting process may be completed by or conference call if an inperson meeting is not practical. The ICSEW Membership shall vote to approve expenditures of $500 or more. o A minimum 51percent of the membership must be included in the vote to be valid. o A committee member must make a motion. o Another committee member must present a second to the motion. o Upon a motion and second, the expenditure will be voted on. o The motion and the vote will specify a brief description and maximum value of the intended purchase. o The vote result will be captured in the meeting minutes. o The treasurer will note an affirmative vote and included in future budget Revised Date: 6/20/2017 Board Approved: 2017 ICSEW Approved: 2017 Procedure No.: Page 19 of 52

21 Procedure No.: Procedure Name: Contracts and Purchasing projections. o The voting process may be completed by or conference call if an inperson meeting is not practical. Contract Processing: The subcommittee chair shall develop a written statement of work, which describes specific work to be completed by the contractor and includes performance measurements. All contracts shall be made with a good faith effort to secure the best price for quality services and/or goods. All contracts will be procured under the requirements identified in RCW Procurement of Goods and Services The Executive Board shall review final contract. The ICSEW committee chair and/or designee shall sign all contracts. o The subcommittee chair and/or designee is responsible for monitoring the performance of the contract and approving invoices for payment of the contractor s services. o A contract log shall be maintained for each contract issued by the Executive Board. Competitive Pricing o All purchases will be made with a good faith effort to secure the best price for same quality goods. o Use of the existing state contracts is strongly encouraged. If the good or service cannot be purchased through state contract, the initiator must get three competing prices prior to submitting purchase request. Alternatively, a good or service can be purchased from a vendor other than a state contract if a better price is found elsewhere. Completing a Purchase o When possible, purchases will be made using OFM purchasing agent. o Product, store, and pricing information must be provided to the ICSEW chair and treasurer. o The ICSEW chair will forward the purchasing request to OFM to complete the purchase. o Emergency approved purchases, or purchases that the OFM purchasing agent cannot complete may be made out-of-pocket or through direct billing to the ICSEW care of the purchase requestor (ICSEW c/o Jane Doe, ICSEW Revised Date: 6/20/2017 Board Approved: 2017 ICSEW Approved: 2017 Procedure No.: Page 20 of 52

22 Procedure No.: Procedure Name: Contracts and Purchasing Member; Jane Doe s office address). Copies of purchase requests made directly with a vendor shall be submitted to the ICSEW chair and treasurer. Reimbursement for money paid out-of-pocket can be requested by submitting an A-19 with a receipt for the purchase to the ICSEW treasurer who will submit to OFM Accounting for payment once preapproval has been confirmed. Direct payment billings and receipt of goods should be forwarded with a completed and signed A-19 to the ICSEW treasurer who will submit to OFM Accounting once preapproval has been confirmed. If the expenditure is not preapproved, the reimbursement or direct billing must be approved through the process described above prior to submittal to OFM for payment. RCW Procurement of Goods and Services State Administrative and Accounting Manual (SAAM) RCW Ethics in Public Service Act Revised Date: 6/20/2017 Board Approved: 2017 ICSEW Approved: 2017 Procedure No.: Page 21 of 52

23 Policy No.: 220 Supply and Asset Management PURPOSE This policy and procedure outlines the process of recording and tracking of committee supplies and assets. The purpose of this policy is to establish a process for identifying and tracking supplies and assets of the ICSEW. SCOPE This policy applies to all supplies and assets purchased with ICSEW funds. POLICY The ICSEW shall account for all supplies and assets purchased with ICSEW funds for the ICSEW. ICSEW Inventory Workbook (Location: ICSEW SharePoint, Executive Board, Position (1) Folder) Revised Date: 5/1/2017 Board Approved: 2017 ICSEW Approved: 2017 Policy No.: 220 Page 22 of 52

24 Procedure No.: Procedure Name: Supply and Asset Management PROCEDURE 1. The treasurer will keep an inventory of supplies and assets owned by the ICSEW that exceed the monetary value of $25 (ICSEW Inventory Workbook). Quickly used office supplies (e.g., pens, post-its, tape, etc.) shall not be included in the inventory. 2. The ICSEW Inventory Workbook (inventory) will include a list of supplies and assets, the name of the committee member responsible for the item(s), their physical location, and phone number. 3. ICSEW members responsible for ICSEW supplies and assets will report their location and quantity to the treasurer when any changes occur. 4. Copies of receipts for newly purchased items shall be submitted to the treasurer for inclusion to the inventory. 5. Donated items will be reported to the treasure for inclusion to the inventory list. 6. The treasurer will review and update the inventory quarterly to make sure accurate information is available for review. 7. In July of each year, the treasurer will reconcile the inventory by contacting ICSEW members responsible for ICSEW assets to determine the current location, quantity, and status of each item. 8. When there is a change in treasurer, the outgoing and incoming treasurers must review and reconcile the inventory together. The incoming treasurer will sign, date, and save a pdf copy of the ICSEW SharePoint, Treasurer Folder and attest to the accuracy and completeness of the inventory at their first executive board meeting, to be recorded in the meeting minutes. ICSEW Inventory Workbook (Location: ICSEW SharePoint, Executive Board folder, Position: (1) Folder) Revised Date: 4/28/2017 Board Approved: 2017 ICSEW Approved: 2017 Procedure No.: Page 23 of 52

25 Policy No.: 230 Budget Development and Tracking PURPOSE This policy and procedure defines the requirements and process for development and tracking the ICSEW budget. SCOPE This policy applies to all ICSEW expenditures and revenue. POLICY The ICSEW shall have an approved budget for each business year and ongoing tracking of expenditures charged against the budget with easy reference to dollars available. ICSEW Budget Cash Flow (Location: ICSEW SharePoint, Executive Board, Treasurer Folder) Revised Date: 11/01/2016 Board Approved: 2017 ICSEW Approved: 2017 Policy No.: 230 Page 24 of 52

26 Procedure No.: Procedure Name: Budget Development and Tracking PROCEDURE Annual Budget The treasurer shall develop an annual budget document based on information provided in the previous fiscal year s ICSEW Budget Cash Flow workbook. o The budget document shall include the following: Reconciled beginning cash balance Estimated expenditures Estimated revenue and expenses for a net profit for each ICSEW event Estimated ending cash balance o The budget shall be reviewed and approved by the ICSEW Chair annually. Status Report The treasurer shall maintain a current balanced budget and report the status at each board and general membership meeting. The balanced budget shall include a list of items approved for purchase, but not accounted for. Annual Report The treasurer shall prepare and submit an annual report detailing the ICSEW s revenues and expenditures for inclusion in the ICSEW s annual report to the Governor. This report shall be made available to the ICSEW Chair by July 20, annually. ICSEW Budget Cash Flow (Location: ICSEW SharePoint, Executive Board, Treasurer Folder) Revised Date: 5/1/2017 Board Approved: 2017 ICSEW Approved: 2017 Procedure No.: Page 25 of 52

27 Policy No.: 310 Use of ICSEW Name Policy PURPOSE This policy establishes the standard for the appropriate use of the Interagency Committee of State Employed Women (ICSEW) name and logo. The purpose of this policy is to provide guidelines on the use of the ICSEW name and logo when promoting ideas, events, information, etc. and to ensure it is consistent with the goals and philosophy of the ICSEW mission. SCOPE This policy applies to all references to the ICSEW name and logo. POLICY No non-state entities may use the ICSEW name or logo to promote events, raise funds, advertise, or provide information unless the activities have been initiated or approved by the ICSEW executive board and/or chair. Non-state entities interested in using the ICSEW name or logo Organizations wishing to use the ICSEW name in conjunction with their own identifier should submit a request in writing (includes ) to the ICSEW chair and the Communications chair indicating: Date of event or publication. Location of event or publication. Content of the event or publication. Goal of the event or publication. Whether funds will be raised. The ICSEW chair may automatically approve the request if the intended use of the name clearly fits in with the mission of the ICSEW. The chair will bring the proposal to the executive board if time allows. All approvals and denials will be made in writing (includes ) with denials describing the reason for denial. In no circumstance may an entity use the ICSEW name or logo in any marketing or educational materials unless official approval has been received. Approvals will be valid for the time stated in the written response to the organization. Approvals will be given for no longer than one calendar year. Violation of this policy may result in exclusion from any future ICSEW events. [none] Revised Date: 11/01/2016 Board Approved: 2017 ICSEW Approved: 2017 Policy No.: 310 Page 26 of 52

28 Policy No.: 320 Website and Social Media Policy PURPOSE This policy describes the ICSEW website and social media use. This policy is intended to provide guidance on procedures/standards for maintenance of the ICSEW website and usage of social media channels. SCOPE This policy applies to the ICSEW executive board and the subcommittees. POLICY In an effort to promote awareness of ICSEW and effectively communicate with the ICSEW members and stakeholders the use of traditional communication methods shall be used in conjunction with the committee website and social media channels. The website pages shall be kept up to date with regular blog posts. Social media channels shall be used on a regular basis to promote ICSEW events and share relevant information related the ICSEW mission and vision. [none] Revised Date: 11/01/2016 Board Approved: 2017 ICSEW Approved: 2017 Policy No.: 320 Page 27 of 52

29 Procedure No.: Procedure Name: Website and Social Media Procedure PROCEDURE The Committee chair and vice chair shall act as the administrators of the ICSEW website and social media channels. The information secretary shall assist subcommittee chairs in editing, updating and publishing content including training to subcommittee chairs on the use of website and social media. The information secretary shall maintain the Committee calendar of events. The subcommittee chairs shall maintain their corresponding subcommittee website page. Subcommittees shall regularly provide relevant subcommittee information to the Information Secretary for assistance with publication to website and social media channels. The Communication subcommittee shall gather, edit and publish articles in accordance with the Communication subcommittee policy to the ICSEW website. The ICSEW website shall be maintained with up-to-date information and events. The ICSEW website shall include (not in order): o ICSEW general membership roster. o Committee Bylaws. o ICSEW policies and procedures. o Subcommittee pages. o Event information. o Relevant articles o ICSEW general membership meeting agendas and minutes. o ICSEW Executive Order. o Information on becoming an ICSEW member and alternate. Website and social media content shall include updates on current events and in alignment with ICSEW mission and vision. Website content published in the posts will be categorized and tagged to corresponding pages of the website. Additional tags and sharing will be done through social media posts. o All links shall be verified for validity and open in a new webpage prior to posting. All content shall be grammatically correct and free of spelling errors. o If errors are detected, the information secretary may choose to make minor modifications ensuring the intent of the information remains unchanged. [none] Revised Date: 11/01/2016 Board Approved: 2017 ICSEW Approved: 2017 Procedure No.: Page 28 of 52

30 Policy No.: 330 InterAct Policy PURPOSE This policy provides direction to the Communications chair on procedures related to the InterAct newsletter. The purpose of this policy is to provide clear instructions to the Communications chair and the ICSEW general membership on article submittal, how to publish the InterAct newsletter, frequency, and resources/references. SCOPE This policy applies to the Communications chair, Communications subcommittee and the ICSEW general membership. POLICY The Communications chair is responsible for publication of articles and delegation of responsibilities for InterAct publications. The InterAct newsletter shall meet the following criteria: Articles will be proofread by one Communication's subcommittee member and/or executive board member. Articles will be published by posting on the ICSEW website. The Communications chair shall notify the ICSEW general membership of upcoming deadlines and how to submit articles. Articles submitted to the InterAct newsletter shall meet the following criteria: Provide relevant information to Washington State employees. Be non-biased and of a neutral tone. Be submitted before or on the deadline date. [none] Revised Date: 11/01/2016 Board Approved: 2017 ICSEW Approved: 2017 Policy No.: 330 Page 29 of 52

31 Policy No.: 340 Listserv Communications Policy PURPOSE This policy has been established to define procedures/standards for use of the ICSEW LISTSERV for communication purposes. SCOPE This policy applies to all communications provided through the ICSEW LISTSERV along with the Communications chair, the Membership chair, vice chair, and chair. POLICY The ICSEW LISTSERV shall be used for communication of all official ICSEW business and other business relevant to the ICSEW s purpose and goals. All information submitted through the LISTSERV is considered public and may be shared. [none] Revised Date: 11/01/2016 Board Approved: 2017 ICSEW Approved: 2017 Policy No.: 340 Page 30 of 52

32 Procedure No.: Procedure Name: LISTSERV Communications Procedure PROCEDURE LISTSERV Subscribers All ICSEW representatives and alternates shall be added to the LISTSERV. Other parties expressing an interest in ICSEW events and newsletters shall be added to the LISTSERV. The chair (or designee) shall be responsible for assisting LISTSERV subscribers through the LISTSERV Web site ( The ICSEW chair and vice chair shall be listed as LISTSERV owners in the List Configuration portion of the LISTSERV website. LISTSERV Messages Any ICSEW member may send messages to the LISTSERV within the following parameters: Messages related to ICSEW business at hand. Messages related to issues the ICSEW is studying. Messages requesting professional assistance for members and alternates or an employee of the agency the member and alternate represent. Job announcements may be posted ONLY when the recruitment bulletin is not readily available on the careers.wa.gov website ICSEW event and training information. Messages that reasonably relate to the purpose and goals of the ICSEW. The ICSEW chair or the vice chair may assist in determining if a message is appropriate for submission through the LISTSERV. The ICSEW chair and vice chair will monitor information submitted through the LISTSERV and provide feedback to submitters or membership if needed. Messages will be submitted to the LISTSERV through its address at icsew@listserv.wa.gov. Dissemination of Information ICSEW representatives and alternates are responsible for sharing information posted through the LISTSERV with their agencies according to agency policy. New ICSEW representatives and alternates should ask their former agency representative how they previously shared information within their agency. If information was not shared throughout their agency in the past, the representative and alternate shall request instructions from the agency or institutional head (Secretary, Director, Administrator, etc.) or their designee on the preferred method for disseminating information. Note: Each agency is different in how they disseminate ICSEW information. The options Revised Date: 11/01/2016 Board Approved: 2017 ICSEW Approved: 2017 Procedure No.: Page 31 of 52

33 Procedure No.: Procedure Name: LISTSERV Communications Procedure vary from forwarding LISTSERV messages agency-wide to posting information on the agency s intranet. [none] Revised Date: 11/01/2016 Board Approved: 2017 ICSEW Approved: 2017 Procedure No.: Page 32 of 52

34 Policy No.: 350 Information Secretary Policy PURPOSE This policy describes the ICSEW information secretary position. This policy is intended to provide information, general guidance and expectations of the information secretary. SCOPE This policy applies to the information secretary and the ICSEW general membership. POLICY The information secretary acts as the public information officer for ICSEW. The information secretary assists the ICSEW in cataloging and storing of past information in conjunction with gathering and distributing new information. The primary duties of the information secretary include uploading documents to SharePoint, preparing and updating website and social media postings, responding to media inquiries, preparing and coordinating governor proclamations, and official correspondence. The information secretary will assist ICSEW subcommittees with various Committee needs including invitations and letters to send to agency directors and supervisors. Revised Date: 11/01/2016 Board Approved: 2017 ICSEW Approved: 2017 Policy No.: 350 Page 33 of 52

35 Procedure No.: Procedure Name: Information Secretary Procedures PROCEDURE SharePoint: Assist in organization of past and current information. Upload new information. Provide technical assistance to Committee members. Website and Social Media Posts: To promote awareness of ICSEW, create, and post updates to social media and Committee website. Social media is ideally updated with new content no less than one time weekly. Provide information to subcommittee chairs on how they can update subcommittee pages on Committee website. Maintain the Committee calendar of events. Post meeting minutes and other relevant documents to website. Proclamations: Working with appropriate ICSEW members draft and submit proclamations to the Governor s office for signature in conjunction with events, news and promotions. Post proclamations to website and social media and file a copy in Committee s SharePoint account. Editing: Review committee correspondence including general membership meeting minutes. Receive first draft minutes from executive secretary upon completion. Return edits to the executive secretary who will then distribute to the executive board. Policy 320 ICSEW Website Development Revised Date: 11/07/2016 Board Approved: 2017 ICSEW Approved: 2017 Procedure No: Page 34 of 52

36 Policy No.: 400 Conference Subcommittee Policy PURPOSE This policy describes the annual leadership conference. This policy is intended to provide guidance to the Conference subcommittee on the planning and execution of this annual event. SCOPE This policy applies to the ICSEW Conference subcommittee, the subcommittee chair, and ICSEW's members POLICY The Conference subcommittee shall: Plan and coordinate the ICSEW leadership conference, including, but not limited to, identifying location, theme, dates, and budget, in coordination with other relevant subcommittees. Research potential locations and dates for the event and provide recommendations to the executive board for final approval. Coordinate with other subcommittees on the preparation and execution of the leadership conference: o Professional Development subcommittee may oversee scheduling and coordination with speakers and trainers. o Communications subcommittee may oversee publications and communications for the conference. o Membership subcommittee may oversee the attendance of members to work the event. o Public Outreach subcommittee may oversee marketing of ICSEW as a committee at the event. o Health and Wellness subcommittee may schedule wellness activities and/or trainings. State Administrative and Accounting Manual Per diem rates and maps issued by the Office of Financial Management ( Applicable ICSEW Bylaws, Policies, and Procedures RCW Ethics in Public Service Revised Date: 11/01/2016 Board Approved: 2017 Committee Approved: 2017 Policy No.: 400 Page 35 of 52

37 Policy No.: 500 Health and Wellness Subcommittee Policy PURPOSE This policy provides information, general guidance, and expectations of the Health and Wellness subcommittee. The intent of this policy is to increase the overall wellness of all state employees through information sharing and activities. SCOPE This policy applies to all ICSEW members including those on the Health and Wellness subcommittee. POLICY The Health and Wellness subcommittee was established in 1994 when Governor Lowry endorsed the ICSEW s 2-year plan which established four standing committees: Education, Communications, Membership, and Budget. In the same year, ICSEW members polled coworkers in their respective agencies to determine the top issues affecting women in state government. The ICSEW received a 76 percent response rate where health and wellness was an issue of major concern. The Health and Wellness subcommittee was established as an ad hoc ICSEW subcommittee. The Health and Wellness subcommittee shall remain an ad hoc committee as long as health and wellness issues remain a major concern to state employees. The subcommittee will fully support the conference subcommittee in the execution of the annual leadership conference, and all ICSEW subcommittees as needed. The Health and Wellness subcommittee shall research articles and/or write articles for the InterAct newsletter to promote health and wellness. The subcommittee will promote health and wellness-related events through and the ICSEW website and coordinate activities and/or guest speakers for ICSEW general membership meetings to expand the knowledge of health and wellness topics. The Health and Wellness subcommittee may participate in and/or coordinate educational fairs to provide information to state employees. Executive Order 13-06: Improving the health and productivity of state employees and access to healthy foods in state facilities. Revised Date: 11/07/2016 Board Approved: 2017 ICSEW Approved: 2017 Policy No.: 500 Page 36 of 52

38 Policy No.: 600 Becoming an ICSEW Representative Policy PURPOSE This policy provides direction to agency and institutional heads on the nomination process of an ICSEW representative. SCOPE This policy applies to prospective ICSEW representatives. POLICY The ICSEW Chair shall appoint representatives from each state agency and institution of higher education employing not less than 25 women. Agencies employing more than 2,000 women shall select one representative for every 2,000 women employed. The chair shall also appoint an appropriate number of representatives designated by the Washington State Board for Community and Technical Colleges on behalf of the community college system. To ensure continuity, representatives shall serve staggered 2-year terms. Agency or institutional heads (Secretaries, Directors, Administrators, etc.) may identify one agency alternate per representative to act in the absence of the representative. Alternates may participate fully in ICSEW activities with the exception of voting. Only chair-appointed agency representatives are eligible to vote. The alternate may vote in the absence of the representative provided a signed proxy is presented to the ICSEW chair or membership chair before or at the bimonthly general membership meeting. Agency appointees must be registered to vote in the state of Washington. RELEVANT LAW AND OTHER RESOURCES Boards and Commissions Application ICSEW Bylaws Sample Nomination Letter Revised Date: 11/01/2016 Board Approved: 2017 ICSEW Approved: 2017 Policy No.: 600 Page 37 of 52

39 Procedure No.: Procedure Name: Becoming an ICSEW Representative Procedure PROCEDURE A position is vacated when an ICSEW representative notifies the ICSEW chair or membership chair of a resignation or when the Executive Board recommends removal of a representative to the chair. The membership chair will notify the ICSEW chair of any resignations. The Agency or institutional head shall appoint a replacement to fill the unexpired portion of a 2-year term for a vacated position. Steps to becoming a member: Confirm vacancy current or anticipated. Obtain your supervisor's support. Obtain your agency or institutional head s (Secretary, Director, Administrator, etc.) support. Complete a Boards and Commissions application. Develop a current resume. Forward your Boards and Commissions application and current resume to your agency or institutional head for inclusion in their nomination letter. Have your agency or institutional head send their nomination of you with your Boards and Commissions application and current resume to the ICSEW chair. When the member's term is expired the member recruits for a replacement according to their agency procedure. The member is responsible to inform the membership chair of coming and going alternates. RELEVENT LAW AND OTHER RESOURCES Executive Order ICSEW Bylaws Revised Date: 11/01/2016 Board Approved: 12/13/2016 ICSEW Approved: 1/17/2017 Procedure No.: Page 38 of 52

40 Policy No.: 610 Agency Representation PURPOSE This policy provides direction to ensure open communication between ICSEW representatives and agency or institutional head(s) (Secretary, Director, Administrator, etc.). SCOPE This policy applies to all participating state agencies and ICSEW representatives. POLICY The intent of this policy is to provide a process that ensures communication between ICSEW representatives and agency or institutional head(s) (Secretary, Director, Administrator, etc.) to develop a mutual understanding of the responsibilities of each party relevant to the ICSEW. It is also intended to provide a process for ICSEW representatives to effectively fulfill their roles. ICSEW representatives are required to maintain communication with their agency or institutional head (Secretary, Director, Administrator, etc.) or his/her designee. It is recommended that an executive briefing be prepared annually. ICSEW representatives should schedule an annual meeting with their agency or institutional head (Secretary, Director, Administrator, etc.) or his/her designee. ICSEW representatives should develop a means of communication with their agency and their agency or institutional head or his/her designee for the purpose of ICSEW activity briefings and executive guidance. RELEVENT LAW AND OTHER RESOURCES Executive Order supersedes the Executive Order reaffirming the Interagency Committee of State Employed Women (ICSEW). ICSEW Bylaws Agency Representation Procedure Revised Date: 11/01/2016 Board Approved: 12/13/2016 Committee Approved: 1/17/2017 Policy No.: 610 Page 39 of 52

41 Procedure: Procedure Name: Agency Representation Procedure PROCEDURE Agency and Institutional Heads Nominate an agency representative to serve as an ICSEW member for a 2-year term. Provide sufficient resources and time during work hours for appointed members participation in ICSEW activities. Notify the ICSEW membership chair in writing of any mid-term vacancies and nominate a replacement to fill the unexpired term. ICSEW Representatives Maintain communication between the ICSEW, your agency or institutional head (Secretary, Director, Administrator, etc.), and agency employees. Represent the opinions of your agency to the ICSEW. Actively serve on at least one subcommittee. Ensure agency representation at each of the bimonthly general membership meetings. Notify your agency or institution head if unable to complete the term and ensure that a replacement is nominated. Key topics to be addressed with your agency are as follows: Establish contact for periodic executive briefings. Establish protocol for disseminating ICSEW information throughout your agency. Provide briefings on the following topics: o ICSEW current goals o Committee activities o Upcoming events Ask for suggestions regarding issues affecting women that the ICSEW should address. RELEVENT LAW AND OTHER RESOURCES Executive Order ICSEW Bylaws Revised Date: 11/01/2016 Board Approved: 12/13/2016 ICSEW Approved: 1/17/2017 Procedure No.: Page 40 of 52

42 Policy No.: 620 Attendance Policy PURPOSE This policy provides guidance and expectations on attendance at ICSEW meetings. SCOPE This policy applies to all ICSEW agency-appointed representatives. POLICY Regular attendance at the ICSEW general meetings is essential so that decisions made represent the opinions of the committee as a whole. In addition, regular attendance enables committee members to be productive and helps ensure that issues are examined from a variety of perspectives. An ICSEW committee member may forfeit their appointment as a result of poor attendance. Appointed representatives to ICSEW are expected to attend six scheduled general membership meetings per year. In the absence of the member, an alternate may be designated to attend. The alternate may vote provided a signed proxy is submitted to the ICSEW chair directly or through the membership chair at or prior to the bimonthly meeting. RELEVENT LAW AND OTHER RESOURCES ICSEW Bylaws Meeting Proxy Form Revised Date: 11/01/2016 Board Approved: 12/13/2016 Committee Approved: 1/17/2017 Policy No.: 620 Page 41 of 52

43 Policy No.: 630 Membership Subcommittee Policy PURPOSE This policy describes the duties and expectations of the Membership subcommittee. SCOPE This policy applies to members on the Membership subcommittee. POLICY The membership subcommittee chair will work with the chair to ensure membership lists are current. The Membership subcommittee will be responsible to: Organize and manage general membership meetings, to include set-up and takedown. Greet and assist new and current members. Maintain attendance records and rosters. Provide nametags to all members. Provide clear communication on attendance policy. Provide beverages and snack service at general meetings. Maintain refreshment supplies. Host annual transition meeting. Maintain member contact information. Present new member orientation. Support other subcommittees in hosting their events. Promote awareness of the needs and opportunities to help women in state government. Understand, follow, and comply with board bylaws, policies and ethics. Support the conference subcommittee in the execution of the annual leadership conference. The Membership subcommittee members will assist with various duties pertaining to the ICSEW leadership conference, including, but not limited to oversight of attendance of members to work the event. RELEVENT LAW AND OTHER RESOURCES ICSEW Bylaws ICSEW New Member Information Revised Date: 11/01/2016 Board Approved: 2017 Committee Approved: 2017 Policy No.: 630 Page 42 of 52

44 Policy No.: 700 Professional Development Subcommittee PURPOSE The Professional Development subcommittee shall encourage professional growth by providing training, networking, and educational information by providing opportunities for state-employed women to develop as leaders, professionals, and individuals. SCOPE This policy applies to the ICSEW Professional Development subcommittee. POLICY The Professional Development subcommittee will: Provide professional development speakers for general membership meetings and the annual leadership conference. Research, develop, and share relevant information to assist state employees pursuit of promotional and career development opportunities. Provide training materials and content related to professional development and leadership (i.e., articles, newsletter, social media, and ICSEW website). Strengthen ICSEWs relationships with other professional women s organization. Support ICSEW members in mentoring activities. Executive Order Applicable ICSEW Bylaws, Policies, and Procedures RCW Ethics in Public Service Revised Date: 11/01/2016 Board Approved: 12/13/2016 ICSEW Approved: 1/17/2017 Policy No.: 700 Page 43 of 52

45 Policy No.: 800 Public Outreach Subcommittee Policy PURPOSE This policy describes the duties of the Public Outreach subcommittee. This policy is intended to provide guidance and expectations of the Public Outreach subcommittee. SCOPE This policy applies to members on the Public Outreach subcommittee. POLICY The Public Outreach subcommittee will be responsible to: Build partnerships within the community. Sponsor professional clothing and toiletry drives, along with other various collections throughout the year including organizing, collecting, and coordinating drop-off of donations. Collaborate with local organizations to influence positive change on the citizens of Washington. Promote awareness of the needs and opportunities to help women in state government and our community. Support all the other subcommittees in hosting their events, including the Conference subcommittee s annual leadership conference. Maintain promotional material, maintain inventory of items, and make recommendations when items are needed. Highlight events, non-profits, and personal and professional development opportunities using social media, website, and LISTSERV. Coordinate and promote professional clothing and toiletry drives, along with other various collections statewide. Reserve and staff a table at public events to promote ICSEW. Identify local non-profits with volunteer opportunities that support the mission of ICSEW. Executive Order Revised Date: 11/01/2016 Board Approved: 12/13/2016 ICSEW Approved: 1/17/2017 Policy No.: 800 Page 44 of 52

46 Policy No.: 810 Tax Receipts for Donated Items Policy PURPOSE This policy provides guidelines for issuance of tax receipts for donated items. This policy is to provide clear direction for the receipt of items donated to the ICSEW for distribution to charitable causes or for general use. The policy recognizes that the ICSEW is a subsidiary of the Office of Financial Management and will use the Office of Financial Management federal tax identification number for reporting purposes. SCOPE This policy applies to all transactions in which ICSEW receives donated items for distribution to charitable causes (for example, toiletries and clothing drives) or for general use by the ICSEW. POLICY Gifts to the ICSEW for charitable causes are tax deductible. Members of the ICSEW who accept gifts on behalf of the ICSEW must provide, upon request of the donator, a tax receipt that includes the federal identification number of the Office of Financial Management. [none] Revised Date: 11/01/2016 Board Approved: 12/13/2016 Committee Approved: 1/17/2016 Policy No.: 810 Page 45 of 52

47 Procedure No.: Procedure Name: Tax Receipts for Donated Items Procedure PROCEDURE At the request of the donor, the ICSEW member receiving the item shall provide a tax receipt that reflects: A detailed description of the item. That the donation is being made to the ICSEW. The federal tax identification number The estimated value of the item. [none] Revised Date: 11/01/2016 Board Approved: 12/13/2016 Committee Approved: 1/17/2017 Procedure No.: Page 46 of 52

48 Policy No.: 900 Legislative and Policy Subcommittee Policy PURPOSE This policy describes the duties of the Legislative and Policy subcommittee. This policy is intended to provide guidelines and expectations to help subcommittee members understand their duties and responsibilities. SCOPE This policy applies to the ICSEW Legislative and Policy subcommittee chair and members. POLICY The Legislative and Policy subcommittee shall: Identify and research legislative and policy topics that pertain to the rights and needs of state-employed women. Together with the Office of the Governor, establish annual legislative priorities. Track state and federal legislation which impacts state-employed women, specifically focusing on ICSEW priorities. Provide periodic legislative reports to ICSEW members. Help educate state-employed women on legislative processes and policy making. Encourage state-employed women to be involved and use their voices in the legislative process. Develop and prepare feedback on legislative and policy issues for the Office of the Governor in accordance with ICSEW Policy 100 and the Governor s Correspondence Guidelines. Develop recommendations on comprehensive and coordinated policies, plans, and programs focusing on the issues and needs of women in state government. Act as an advisory body to state agencies. Understand, follow, and comply with board bylaws, policies, and ethics. NOT engage in, or interfere with, collective bargaining. NOT engage in political campaigning, lobbying, or other activities prohibited by RCW ICSEW Bylaws ICSEW General Membership Guidelines ICSEW Membership Roles and Responsibilities Ethics for Washington Board and Commission Members The Governor s Boards and Commissions Membership Handbook Revised Date: 11/01/2016 Board Approved: 12/13/2016 ICSEW Approved: 1/17/2017 Policy No.: 900 Page 47 of 52

49 Procedure No.: Procedure Name: Advising the Governor PROCEDURE This procedure describes the process that the legislative & policy subcommittee uses in advising the Governor s Office on legislative and policy issues. Issue Identification The legislative & policy subcommittee (subcommittee) is responsible for identifying legislative and or policy issues that impact state-employed women. Subcommittee members, the ICSEW Executive Board, any other subcommittee, general membership, and state-employed women can raise a legislative or policy issue for consideration by the Subcommittee as a whole. The subcommittee will discuss legislative and policy issues during regularly scheduled meetings, SharePoint discussion boards, s, or conference calls. The subcommittee chair may also call a special meeting or conference call to discuss an issue that may require urgent action. The subcommittee will provide research and or commentary on legislative or policy issues that align with ICSEW s mission of bettering the lives of stateemployed women. The subcommittee will attempt to reach consensus on whether an issue warrants comment to the Governor s Office and will only act on issues that have support of the majority of the subcommittee. Drafting Advisory Memo After an important legislative or policy issue is identified, using the process described above, and is approved by the ICSEW Chair and subcommittee members; the subcommittee chair will prepare an advisory memo. The advisory memo will be written by the subcommittee. The advisory memo needs to be written clearly and concisely. If possible, limit the memo to one page. The goal of the advisory memo is to communicate key points, concerns, information and recommendations. Attach all supporting documents. Revised Date: 4/1/2017 Board Approved: 4/18/2017 Committee Approved: 3/21/2017 Procedure No.: Page 48 of 52

50 Procedure No.: Procedure Name: Advising the Governor The subcommittee will consider the timing as it relates to the legislative session and other significant political events and attempt to provide feedback in a timely manner using an advisory memo. Once completed, the subcommittee shair will promptly share the advisory memo with the ICSEW Chair and Vice Chair. The advisory memo will be reviewed and approved by the subcommittee chair and ICSEW Chair (or a Chair appointed designee) prior to dissemination to the Governor s Office. If a meeting with the Governor s Office is deemed appropriate, the Chair or Vice-Chair will provide a courtesy copy of the advisory memo to members of the Executive Board. Providing Advice to the Office of the Governor: If the issue or policy fits all the selection criteria and is deemed appropriate by the subcommittee and the committee chair and Vice Chair, a meeting will be arranged with the Governor s Office Liaison to the committee. Committee Chair or Vice Chair will be responsible for arranging meetings with the Governor s staff. The Subcommittee Chair will participate in advisory meetings with the Governor s staff. ICSEW representatives will dress in professional attire when meeting with the Governor s Office. Any advisory memo shared with the Governor s Office will also be shared with the general membership at the next regularly scheduled meeting and will be retained by ICSEW as a public record. Governor s Plain Talk Guidelines: Revised Date: 4/1/2017 Board Approved: 4/18/2017 Committee Approved: 3/21/2017 Procedure No.: Page 49 of 52

51 Procedure: Procedure Name: Advising State Agencies Procedure PROCEDURE This procedure describes the process the legislative and policy subcommittee uses in advising state agencies on desirable changes in program and law. The procedure includes the development and implementation of comprehensive and coordinated policies, plans, and programs focusing on the special issues and needs of women in state government. Issue Identification The legislative and policy Subcommittee is responsible for making policy recommendations to state agencies with respect to desirable changes to policies, programs and laws that impact state-employed women. The subcommittee is also responsible for developing recommendations for state agencies on the development and implementation of comprehensive and coordinated policies, plans, and programs focusing on the special issues and needs of women in state government. Subcommittee members, the ICSEW Executive Board, any other subcommittee, general membership, and state-employed women can raise an issue for consideration by the subcommittee as a whole. The subcommittee will discuss legislative and policy issues during regularly scheduled meetings, SharePoint discussion boards, s or conference calls. The subcommittee Chair may also call a special meeting or conference call to discuss an issue that may require urgent action. The subcommittee will provide research and or commentary on legislative or policy issues that directly align with ICSEW s mission of bettering the lives of stateemployed women. The subcommittee will attempt to reach consensus on whether an issue warrants comment to state agencies and will only act on issues that have support of the majority of the subcommittee members. Drafting an Advisory Memorandum (Memo) After a legislative or policy issue is identified using the process described above, and is approved by the ICSEW Chair and Subcommittee members, the subcommittee Chair will prepare an advisory memo. The advisory memo will be written by the subcommittee. The advisory memo will be written clearly and concisely. If possible, limit the memo to one page. The goal of the advisory memo is to communicate key points, concerns, information, and recommendations. Attach all supporting documents. Once completed, the Subcommittee Chair will promptly share the advisory memo Revised Date: 3/21/2017 Board Approved: 4/18/2017 Committee Approved: 3/21/2017 Procedure No.: Page 50 of 52

52 Procedure: Procedure Name: Advising State Agencies Procedure with the ICSEW Chair and Vice Chair. The advisory memo will be reviewed and approved by the Subcommittee Chair and ICSEW Chair (or an ICSEW-appointed designate) prior to dissemination to state agencies. Distribution of Advisory Memorandum (Memo) An advisory policy memo to state agencies will be disseminated to the agencies by any of the following methods, as appropriate for the topic: o Mass or mailings to Governor s cabinet agencies or to elected officials. o Mass or mailings to agency directors and/or human resources departments. o Executive Order with invitation to elected officials, if appropriate. o Presentations, informational booths at state sponsored events, or other speaking opportunities. o ICSEW representatives and alternates. A meeting to share the advisory memo and related information may be arranged with the Governor s liaison to ICSEW. The ICSEW Chair or Vice Chair will be responsible for arranging meetings with the Governor s staff. The Subcommittee chair and Vice Chair will participate in advisory meetings with the Governor s staff. Any advisory memo shared with the Governor s Office and or distributed to state agencies will be shared with the general membership at the next regularly scheduled meeting, posted on the ICSEW website, and retained by ICSEW as a public record. Follow-up to the Distribution of an Advisory Memorandum (Memo) The Subcommittee can follow-up with a survey to agencies for feedback and or process improvement. o Sample size of the survey will be determined by the Subcommittee. Governor s Plain Talk Guidelines: Revised Date: 3/21/2017 Board Approved: 4/18/2017 Committee Approved: 3/21/2017 Procedure No.: Page 51 of 52

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