Standing Rules of Big Horn District of the Yellowstone Conference United Methodist Women

Transcription

1 Standing Rules of Big Horn District of the Yellowstone Conference United Methodist Women Reference: United Methodist Women Handbook , pages , published in 2013 by the United Methodist Women, United Methodist Church. Authority: Bylaws Article VIII: Amendments and Standing Rules, Section 2. "Standing rules may be made and amended by the conference organization provided they are in harmony with the United Methodist Women's Constitution and Bylaws for the conference organization. Provisions will be made in the conference standing rules for additional elected and appointed leaders and additional committees not specified in the bylaws." In addition the Yellowstone Conference Standing Rules take precedence over the district rules. These Standing Rules for Big Horn District, United Methodist Women are supplementary thereto. I. RELATIONSHIPS A. To other United Methodist Women Organization II. LEADERSHIP 1. The Big Horn District, which consists of local organizations that are located in the church conference Big Horn District and in the eastern portion of the Northern Plains District A. Elected Leaders 1. President a. Presides at all meetings of the district organization b. Works with the Leadership Team in receiving, evaluating, and preparing reports c. Signs, with the secretary, all official and legal papers and orders on the treasury d. Develops, with the Leadership Team, a program of regular local visitations e. Ensures official papers collected by the Secretary are taken to the Archives at Rocky Mountain College 2. Vice-President a. Recommends to and/or receives from the Leadership Team, programming topics and presentation ideas for the District Meetings. b. Implements these plans, which could include guiding a special subcommittee appointed by the Leadership Team. c. Evaluates the effectiveness of each program and presents analysis to the Leadership Team. Proposed Standing Rules for Big Horn District Page 1

2 3. Treasurer d. Performs the duties of the president in her absence until such time as the president returns or the Leadership Team approves a candidate presented by the Committee on Nominations. a. Provides the treasurer's report to the District Leadership Team quarterly. b. Keeps current reports and records of the previous five (5) years on hand. These are to be available at meetings. c. Writes checks for all disbursements as approved by the Leadership Team, recording the date, payee, reason for payment and amount in the Check Payment and Deposit Register (May be a paper copy or in computer files) d. No checks are written without a voucher (e.g., Yellowstone Conference Voucher) or invoice (e.g., SMR sheet, Remittance Form) and each check written will correspond directly to that voucher or invoice. e. Vouchers are retained in written/printed form 1. On paper with the proper signatures: If at a meeting the president or secretary or both are unavailable, paper vouchers may be signed by another officer as determined by the members of the Leadership Team who attend the event. 2. Printed from must show that both the president and secretary approved the expenditure. f. To save postage, checks will be handed out at the meeting if at all possible. If not, checks will be mailed within two weeks. g. Other than team reimbursements already authorized in the standing rules and the processing of unit requests (e.g., Pledge to Mission, Special Mission Recognition, Gifts in Mission and Gifts in Memory, World Thank Offering, Prayer and Self-Denial, Legacy Fund) and remittances to Yellowstone Conference, all other expenditures must be authorized by vote of the Leadership Team. 1. This vote can be in the team meeting minutes or in an between meetings. 2. If by , the must show that all leadership team members have been made aware of the result of the vote. h. Bank statements and check register will be reconciled on a monthly basis i. Reports. 1. Newsletters a. Totals of funds received and funds expended and any other information which may be informative to the body will be printed b. Will have the third quarter and end-of-year printed and the current years budget in the winter newsletter Proposed Standing Rules for Big Horn District Page 2

3 4. Secretary c. Will have the first 2 quarters printed in the summer newsletter 2. District Meetings a. A similar report will be made available at district meetings as is printed in the newsletters b. Spring district meeting 1. Will have certificates appropriate for handing out for all units who have contributed through at least one channel of giving 2. Will have a report on how many 5-star units the district has (e.g. names of units with number of channels to be given to secretary for inclusion in the minutes) 3. A more detailed report will be made to the leadership team at each planning meeting which includes total of pledges sent in by units, SMR s requested by units, gifts in mission, gifts in memory as well as a list of all expenditures (e.g., checks to conference, totals for AM&D) j. End-of-year k. All Year 1. During years when the treasurer continues in her position sees that the appointed Financial Review Committee (See III.C) receives the books with all pertinent documentation no later than February When a change of treasurer takes place, sees that a review is completed by the end of June by a bookkeeper or cpa 3. Transfers treasurer's records to the incoming treasurer immediately following the financial review or no later than February 15. Records will be maintained consistently and orderly for easy review. a. Sends minutes of the Leadership Team and Annual Meeting sessions to members of the Leadership Team within 30 days after these meetings. b. Keeps current minutes and minutes of the previous five (5) years available at meetings. c. Records votes taken during conference calls and electronic meetings in those minutes. She also records votes taken by in the next minutes of the Leadership Team. d. Signs, with the president, all official and legal papers and orders on the treasury e. Keeps an accurate roll of local units and elected leaders f. Receives all papers that are to be placed in the United Methodist Archives at Rocky Mountain College in Billings, Montana. These include, but are not limited to, accepted minutes, budget/final treasurer's report/yearly financial review report of the treasurer, the Proposed Standing Rules for Big Horn District Page 3

4 district newsletters, and the District Meeting information packet (other than National papers), all properly labeled. g. Shall ensure the compilation of the list of elected leaders at the conference, district and local levels for the annual directory. h. Serves as chair of the Standing Rules Committee. 5. Chair of Nominations a. Leads committee on nominations to identify, recruit, and evaluate candidates for elected and appointed positions. b. Maintains a record of tenure and years of service for the entire Leadership Team including appointments. c. Keeps an updated talent bank of recommended potential leaders. 6. Committee on Nominations Members a. Assists chair of the committee on nominations to identify, recruit, and evaluate candidates and keep a talent bank of recommended potential leaders. 7. Spiritual Growth Coordinator a. Provides opportunities and resources which encourage leadership team members to grow spiritually and put faith into action. b. Provides the connection between personal spiritual development and mission. c. Coordinates and/or promotes special times and events for worship, prayer, music and devotions at district meetings. 8. Membership Nurture and Outreach Coordinator a. Coordinates membership efforts to encourage growth, with flexible structures leading to effective UMW organizations. b. Helps to organize new local organizations, encouraging revitalization of waning local organizations, as well as recognizing local organizations that are finding success. c. Keeps the Leadership Team informed of needs and concerns about membership and submits the conference membership report as required by national. d. Keeps the Participation Award document current in order to encourage members to be involved (e.g., attend district meetings) and sees that recognition of those members who are successful are recognized at the Spring meeting 9. Education and Interpretation Coordinator a. Helps to empower women to understand, interpret and participate in the mission giving and outreach of UMW b. Promotes mission education opportunities (e.g., Mission u, Women s Event, Reading Program) Proposed Standing Rules for Big Horn District Page 4

5 c. Urges units to become Mission Today and Honor Units 10. Social Action Coordinator a. Promotes and interprets the work of UMW to turn thought into action as expressed through social and global involvement which include 1. Shares the biblical basis for social action. 2. Shares how Mission giving undergirds the whole program of mission outreach. b. Works with Leadership Team to select several priority issues on which to focus district prayer, study and action (e.g. contact with legislatures), taking into consideration national and conference UMW issues. 11. Secretary of Program Resources B. Appointments a. Promotes the Reading Program receiving reports from units regarding participation b. Promotes the reading and use of response magazine c. Orders on consignment, displays and arranges for the sale of program materials at district meetings d. When requested by the conference organization, will ensure books and other material are made available at the Annual Meeting Other leaders may be appointed for specific jobs or projects, expansion of specific areas or needed services at the discretion of the Leadership Team. The Leadership Team in consultation with the Committee on Nominations will find nominees with appropriate skill sets and enough tenure to serve. Then the chair forwards these names to the president for appointment. Appointees may be invited to meetings at the request of the president and at conference expense, where the task for which they have been appointed will be discussed. Appointees will have voice without vote at leadership team meetings. Appointed team members do not normally have their way paid to any UMW events. C. Task Assignments Giving Leadership Experience without Tenure There is work that is necessary to the efficient running of the conference that does not take a year-long appointment. These tasks take less than six months of accumulated time over the year to complete but can provide the opportunity for the conference to utilize needed skills while giving individuals experience all without the accumulation of tenure. These tasks are assigned to local, district or conference leaders under the guidance of the president and at the discretion of the leadership team. A specific task may be assigned to an individual. A task force is created when more than one person is needed to complete the task (e.g., different geographic regions, types of experiences, varied skills sets, for the generation of ideas). In both cases, reports on progress are submitted through the president. Those assigned tasks may be invited to meetings at the request of the president and at conference expense, where the task for which they have been assigned will be discussed. They will have voice without vote at leadership team meetings. Those with assigned tasks do not normally have their way paid to any UMW events. Proposed Standing Rules for Big Horn District Page 5

6 III. COMMITTEES A. Leadership Team 1. The membership will include, with vote, the president, vice president, treasurer, secretary, chair of nominations, Mission u dean, spiritual growth coordinator, membership nurture and outreach coordinator, education and interpretation coordinator, and social action coordinator and any conference mission team members who reside in the district. 2. The Leadership Team will hold planning meetings (2) two times a year: once in the winter and once in the summer. 3. The president may authorize conference call meetings as needed. 4. The president may call for an vote between meetings, when time is of the essence. B. Committee on Nomination 1. The membership will include the Chair and four (4) additional members plus any conference committee nomination members who reside in the district. 2. This committee will contact potential nominees and publish the slate of officers and appointed positions in the July district newsletter. 3. These members attend the Leadership Team meetings, conference call meetings and at designated conference training sessions. C. Financial Review Committee 1. On an annual basis in years other than when the Treasurer finishes her term and is replaced by another Treasurer, there will be an appointed Financial Review Committee a. The membership will include three people appointed by the president with at least one of them a member of the current Mission Team b. Will receive books no later than February 15 with the goal of returning those documents to the treasurer within two weeks c. Will write a formal report which will be forwarded to the president for distribution as appropriate to the team. 2. In years when the Treasurer is changed, a outside audit will take place (See II.A.e.g) which includes reconciliation, checking balances, identifying vouchers and invoices to ensure accuracy and that appropriate documentation and protocols are followed. D. Standing Rules Committee a. The membership will include the secretary and two (2) additional members appointed annually by the president and confirmed by the Leadership Team, with the secretary or one (1) member of the previous committee continuing for one year following her term on the committee. b. This committee will process the standing rules in the following way. Proposed Standing Rules for Big Horn District Page 6

7 IV. NOMINATIONS AND ELECTIONS A. Elections B. Tenure 1. The committee presents proposed changes to the Leadership Team through the president. 2. This committee submits the approved changes for posting to the website and also submits a notice for the summer district newsletters stating that all members should review these amendments and send comments for review. 3. Then the committee reviews these comments, coordinating with the president for any further amendments. 4. The committee then presents the amended standing rules to the Big Horn District organization at a District Meeting for adoption. 5. Then these standing rules are posted to the website and printed in a separate document for conference and district leadership teams and committees on nominations. c. The committee meets in conjunction with Leadership Team meetings, by conference call or in person with authorization of the president. 1. The president, secretary, treasurer, chair of committee on nominations, spiritual nurture and membership coordinator and mission education and action coordinator will be elected to twoyear terms. a. In ODD numbered years, the president, secretary, education and interpretation coordinator and the social action coordinator will be elected. In EVEN numbered years, the vice president, treasurer, spiritual growth coordinator and membership nurture and outreach coordinator will be elected. b. In any year, when needed, the chair of committee on nominations will be elected. 2. Those elected to complete unexpired terms shall serve the remainder of the term. 3. Other nominations may be made from the floor at the Fall District Meeting, providing that the woman so nominated has given her consent. Elections for that office shall proceed after the candidate has been vetted by the committee on nominations. 4. The voting body shall be composed of members of United Methodist Women within the boundaries of the Big Horn District in attendance at the District Meeting. 5. Voting shall be by voice unless more than one candidate for any office has been nominated. Then voting shall be by ballot for the office that has multiple candidates. 6. Elected leaders assume office on January 1 following election, although installation takes place at Fall Meeting. We will abide by the bylaws regarding terms of tenure. The treasurer is permitted to serve up to six years in this position. Proposed Standing Rules for Big Horn District Page 7

8 C. Responsibilities of Outgoing Leaders Position files and resources will be transferred to the Leadership Team member most appropriate by December 31 in the same year as the election. The treasurer will transfer files by February 15. V. MEETINGS AND EVENTS VI. FUNDS A. Spring and Fall District Meetings 1. This meeting will be held in April and September respectively 2. The location shall rotate between churches or can be held at church camps at the will of the leadership team. 3. The hosting local organization shall provide lodging for the district and conference leadership when possible. 4. The registration fee shall be determined by the Leadership team at the winter and summer planning meetings respectively. B. Local Unit Visitation a. Visits may be made by those elected, under appointment, or by those formerly elected, with permission of the district president b. The conference reimburses mileage for these visits and the district covers the cost of materials that may be taken up to $25. A. Administration and Membership Development 1. Vouchers need to be submitted within 30 days following an event for the costs of that event (e.g. registration fees, meals, mileage, supplies, copies, motel rooms, as applicable). See Treasurer description for further information. 2. Members of the conference and district leadership teams, members of the conference and district committee on nominations, those in appointed positions when requested to attend and invited guests are reimbursed for expenses incurred when attending District Meeting. 3. Reimbursable Expenses The district will follow Yellowstone Conference Standing Rules 4. Purchase of UMW Handbooks for conference officers and members of the Conference Committee on Nominations. a. Hard copies will be ordered for those preferring this option, with the understanding that the printed handbook stays with the position. 5. Honorariums b. Those preferring an electronic copy will be instructed on how to download this format. Proposed Standing Rules for Big Horn District Page 8

9 a. Conference and District elected leaders are considered to be volunteers. It is the Policy of the National UMW that these leaders not accept honorariums beyond expenses delineated above during tenure of office for services rendered to and through United Methodist Women. b. Honorariums may be paid to speakers at UMW events with the approval of the Leadership Team. 6. Special Mission Recognition Pins a. A pin, presented by the incoming president, will be given to the outgoing president by the District organization. b. Other retiring leaders will receive a one-time gift of a pin. Otherwise, a Gift in Mission will be presented. B. Financial Offerings at District Meetings The Love offering shall be given to Mission Giving through Pledge of Mission. No other offerings will be requested; however, as the Leadership Team determines units may be encouraged to bring items to the meetings (e.g., layettes, flood buckets, hygiene items) for a purpose described in the district meeting registration form Proposed Standing Rules for Big Horn District Page 9