WISCONSIN ORGANIZATION OF MOTHERS OF TWINS CLUBS
PROCEDURE MANUAL
CANDIDATES FOR OFFICE
ALL OFFICERS AND STANDING COMMITTEE CHAIRMEN
Upon accepting nomination for office:
A. Shall prepare a resume including:
1. Length of club membership
2. Offices and Chairpersonships held - Local
3. Offices and Chairpersonships held - State
4. Committees served on
5. Special education, experience or talent for position
B. Shall prepare for holding office by:
1. Familiarizing yourself with By-Laws and Procedures of the position you are seeking.
2. Plan to attend exchange of files meeting and Installation Banquet at the Convention.
GENERAL PROCEDURES
Duties upon assuming office:
A. Familiarize yourself with Procedure Manual and your files.
B. Each member is responsible for keeping her own supply of memo forms, envelopes and forms unique for her office.
C. Be conscientious and abide by deadlines.
D. All correspondence shall be in triplicate:
1. Original mailed
2. Copy sent to President (by deadline when applicable)
3. Copy for your file
E. Update Procedure Manual of changes made after each Board meeting and update By-Laws and Standing Rules after each Convention via minutes as published in State newsletter.
F. Expenses
1. Keep current list of all expenses for your office such as postage, supplies and phone calls.
2. Keep list of person/purpose to whom you have sent mail on claims for postage.
3. When purchasing supplies for this organization, have bills made out to WOMOTC whenever possible. Use WOMOTC Tax Exempt # when applicable.
4. Supplies are purchased by individual officers and chairmen and reimbursed by the Treasurer.
5. When filling out a voucher, make a copy for your files. Initial and date when payment is received. Bills/receipts are clipped to voucher and sent to President for approval.
6. Vouchers accepted throughout the year with final deadline to the President by September 15th prior to Convention.
G. Instructions for Annual Reports due to the President:
1. On August 15th, a general report giving a simple outline of duties and accomplishments is required for publication in the annual Convention Manual. Make three copies, forwarding two to the President and retain one for your files. One will be forwarded to the Convention Chairperson for the Manual and one will be kept on file with the President.
2. On August 20th, a detailed report is requested to fully describe your duties and accomplishments for your successor. Only two copies of the detailed report are necessary, one for your file and one for the President.
a. A summary of your year's activities month by month or a detailed description of your responsibilities.
b. An itemized budget of money spent during your term.
c. An inventory of supplies or equipment in your charge.
d. List of where supplies were purchased when pertinent, i.e. newsletter.
e. Please attach a copy of any data that you were responsible for.
f. Suggestions for your successor, including:
1. A timetable of events for your job
2. Improvements in procedures
3. Ideas for coming year
3. The State Organization will have a much smoother transition with more detailed reports. It is very difficult to take over a position with brief oral instructions and no detailed job descriptions. With the added effort of a detailed annual report, we will be able to maintain the excellence we strive for in the State organization.
H. Write an article for each State newsletter.
PRESIDENT
I. This is a "voting member" position on the Executive Board. The candidate for this office must have been a member of the previous year's Executive Board. Attendance at all Board meetings and the Convention Business meeting is required.
II. The term of this office is one year. She is installed at the annual State Convention Banquet and her term is completed after the following Convention.
III. Duties:
A. See General Procedures of duties upon assuming office.
B. Shall be responsible to the Membership for the proper and efficient performance of all matters pertaining to organization.
C. Shall preside over all business meetings of the Organization and prepare an agenda for the Board members.
1. Shall schedule a minimum of three Board Meetings a year.
a. One prior to the Annual Convention
b. One prior to the Annual Spring Meeting
c. Others to be scheduled at the President's discretion at a time and place most convenient to the Board.
d. Shall vote at Board Meeting only to break a tie.
2. Shall preside over all elections.
a. Has final say on voiding of ballots.
b. May cast her ballot with the membership.
D. Appointed positions shall be appointed by the incoming President, with the approval of the Executive Board, at or prior to the first Executive Board meeting. Special Committee Chairmen shall be appointed as needed.
E. Shall be an ex-officio member of all committees, except the Nominating Committee.
1. Shall offer suggestions and instructions for major programs and projects of the Organization.
2. Shall review and give final approval for all said programs and projects.
F. Shall withdraw charters as voted by the Executive Board.
G. Shall approve all vouchers for expenditures made from the Organization's funds and forward to the Treasurer monthly for payment at beginning of month.
H. Shall write an article for each State Newsletter.
I. Shall write an Annual Report for the Convention Manual and a detailed report for the file.
J. Shall designate a photographer for State Events
IV. Files shall consist of:
A. Procedure Manual
B. By-Laws and Standing Rules
C. State Newsletters (WOMOTC)
D. Local Club & NOMOTC newsletters
E. Annual reports of all Officers & Committee Chairmen
F. Minutes of all Board & General meetings
G. Correspondence from the last 2 years
H. ROBERT'S RULES NEWLY REVISED
I. Gavel
J. Name/address list of Executive Board, Member Club Presidents and State Reps
K. Permanent, cumulative file of annual and detailed reports
L. State Title Pin
M. Three permanent plastic file boxes
N. We Share Sourcebook
PAST PRESIDENT/ADVISOR
I. This is a "voting member" position on the Executive Board and is automatically filled by the retiring President. Attendance at all Board meetings and the Convention Business meeting is required.
II. The Past President shall begin her duties immediately after the State Convention and will complete her term after the following State Convention. She has the option to remain in this position in the event of a second term for the President. Should she wish to resign, the President shall appoint a former President to act as Advisor and to fulfill the duties of the office.
III. Duties:
A. Shall turn over files and suggestions to the new President immediately following the election.
B. Shall act as the Advisor to the President and the Executive Board and assist in all possible ways.
C. Shall create and place a minimum 1/2 page ad in National Convention ad booklet. This booklet is kept in her files and displayed at the following State Convention.
D. Shall be the liaison between the National and State Organizations.
E. Shall be the liaison for convention planning and trouble-shooting. Shall assist Convention and Spring Meeting Hostess Clubs in planning WOMOTC events.
F. Shall perform the Installation of the Incoming Officers at the Convention and any other duties as may be assigned by the President.
G. Shall write a quarterly newsletter column for the State newsletter.
H. Shall prepare Annual Report for Convention Manual and a Detailed report for the file.
I. Shall purchase the gifts for the out-going officers and Convention Chairperson, according to the budgeted funds, and present them at the annual Convention. Shall also purchase gift of equal value for the Convention Co-Chairmen to be reimbursed by the local club.
IV. Files shall consist of:
A. Procedure Manual
B. By-Laws and Standing Rules
C. Correspondence
D. Forms & stationery
E. Name/address list of Executive Board, member club Presidents and State Reps
F. National MOTC newsletters, ads & ad booklets
G. Permanent, cumulative file of expense record and vouchers
H. Permanent, cumulative file of Annual and Detailed report
I. Minutes of Board meetings (for 3 yrs) and Convention minutes (for 5 yrs)
J. State Title Pin
K. Permanent plastic file box
L. We Share Sourcebook
FIRST VICE-PRESIDENT
I. This is a "voting member" position on the Executive Board. Attendance at all Board meetings and the Convention Business meetings is required.
II. The term of office is one year. She is installed at the annual State Convention Banquet and her term is completed after the following Convention.
III. Duties:
A. See General Procedures of duties upon assuming office.
B. Shall perform the duties of the President in her absence.
C. Shall become President when vacancy is created in that office during term.
D. Shall perform all duties as may be assigned by the President.
E. As Membership Chairperson shall:
1. Promote the formation of new clubs by sending introductory letters to new prospects.
2. Mail application form with introductory letter.
3. Send a follow-up letter to contacts to further stimulate interest in the State Organization.
4. Handle all correspondence concerning membership.
5. Keep files current on correspondence.
6. Keep a current non-member club listing.
7. Maintain the "Club Locality" cross-reference file for directing inquiries to a near-by club.
8. When a new club joins our organization:
a. Write a letter of welcome.
b. Send a New Club membership packet containing:
1. By-Laws and Standing Rules
2. Procedure Manual
3. Name/address list of Executive Board, Member Club Presidents and State Reps
4. Banner information
5. Research data/Multiple Birth Data forms WOMOTC Statistic forms
6. List of famous people who are or have twins
7. Library bibliography
8. "WOMOTC: THE HISTORY OF OUR GROWTH" booklet
9. "Convention Hostessing Guidelines" booklet
10. "How to Form a Mothers of Twins Club" booklet
11. State Rep calendar
12. Referral Information form
13. Infoservice
14. We Share Sourcebook
9. Maintain Banner Registration and file
10. Be responsible for maintaining yearly updates in the We Share Sourcebook.
a. Mail updated forms by August 1st, or at Spring Meeting
b. Copy and distribute completed copies of forms at Fall Convention to all member clubs, WOMOTC Officers and Chairmen.
11. Distribute recognition pins at convention for hostessing the Spring Meeting (butterflies) and Convention (oak leaf).
12. Recommends to the executive board additional area of recognition on a yearly basis, determines recognition recipients and presents them at Fall Convention.
F. Handle the sale and mailing of:
"How to Form a MOTC" - $1.00
"Convention Hostessing Guidelines" - $3.00
"Infoservice" - $3.00
"WOMOTC: The History of Our Growth" - $1.50 per each 5 year section
We Share Sourcebook - $10.00
Procedure Manual and By-Laws - $10.00
1. Only new clubs receive one of each free; in any other situation the fee applies.
2. Purchaser must pay postage costs for additional copies or replacement.
G. Shall keep the President informed regarding new clubs interested in joining State.
H. Shall write an article for each State newsletter, plus an article recapping 1 subject
from the “We Share” reports, and previous State Awards winners in each
newsletter.
I. Shall prepare Annual Report for Convention Manual and detailed report for file.
J. Shall present charters to new clubs at the following Annual Convention
K. Shall present membership certificates (15 yr., 25 yr.) member clubs at the Annual Convention following appropriate anniversary date of joining State and
every five years thereafter.
L. Shall keep record of date when charters and membership certificates are presented.
M. Shall collate the State Rep packets to be handed out at the Spring Meeting and
Fall Convention.
N. Shall be responsible for the state banner and unity banner and display at state events, other than board meetings.
IV. Files shall consist of:
A. Procedure Manual
B. By-Laws and Standing Rules
C. Name/address list of Executive Board, Member Club Presidents and State Reps.
D. Correspondence of last two years
E. Minutes of Board Meetings (for 3 yrs) and Convention (for 5 yrs)
F. Permanent, cumulative file of Annual and detailed reports
G. Permanent, cumulative file of Expense record and voucher
H. Permanent record of clubs that join our Organization
I. Charters for new clubs (have ready to present at Convention)
J. Club locality cross-reference file
K. Inventory to cover membership packets
L. List of cities contacted and leads for the future (non-member club list)
M. Banner registration records
N. State title pin
O. Permanent plastic file box
P. State Banner/Unity Banner
Q. We Share Sourcebook
R. Special Recognition pins
SECOND VICE-PRESIDENT
I. This is a "voting member" position on the Executive Board. Attendance at all Board meetings and the Convention Business meeting is required.
II. The term of office is one year. She is installed at the Annual Convention Banquet and her term is completed after the following Convention.
III. Duties:
A. See General Procedures of duties upon assuming office.
B. Shall be in charge of promoting, coordinating and expanding Research projects.
1. Update National Multiple Birth Data Form. Provide all member clubs with instructions for obtaining forms for members, visitors or family changes.
2. Update the WOMOTC Statistics form each term.
3. Initiate one state-wide research project per term.
C. Shall keep President and State Editor informed of all progress on research.
D. Publicize research when state-wide publicity is needed.
E. Shall write an article for each State newsletter.
F. Shall write an annual report for Convention Manual and Detailed report for file.
G. Shall give progress report at annual Convention
IV. Files shall consist of:
A. Procedure Manual
B. By-Laws and Standing rules
C. Name/address list of Executive Board, Member Club Presidents and State Reps
D. Correspondence from last 2 years
E. Minutes of Board meetings (for 3 yrs) and Convention meeting (for 5 yrs)
F. Permanent, cumulative file of Annual and Detailed reports
G. Permanent, cumulative file of Expense record and vouchers
H. Research history
I. State title pin
J. Permanent plastic file box
K. We Share Sourcebook
SECRETARY
I. This is a "voting member" position on the Executive Board. Attendance at all Board meetings and the Convention Business meeting is required.
II. The term of office is one year. She is installed at the Annual Convention Banquet and her term is completed after the following Convention.
III. Duties:
A. See General Procedure of duties upon assuming office.
B. Prepare a list of Executive Board names and addresses for distribution at first Board meeting and publication in the newsletter.
C. Shall record all meetings of WOMOTC:
1. Complete copies of the minutes of all Executive Board meetings and the annual Convention shall be prepared.
a. Submit to the President for approval
b. Approved minutes shall be mailed to all Executive Board members within 2 weeks of the next meeting. Convention Board Meeting minutes shall be mailed to in-coming Executive Board members prior to the first meeting of the New Board.
c. Member clubs to receive their minutes within 6 weeks, via the newsletter.
d. File the original and/or approved minutes in the Secretary's notebook file.
e. Send two copies of all minutes to the Historian.
2. Record attendance of all Board members at all Board meetings and the Annual Convention meeting.
3. Mail copies of informational hand outs from the Board meetings to absent Executive Board members.
4. Compile list of motions for the President and the Secretary for their permanent records consisting of date, motion, and outcome.
5. As organization's permanent record, record changes in Procedure Manual, By-Laws and Standing Rules.
6. Shall prepare yearly summary of changes to Procedure Manual for distribution to Executive Board and State Reps at the Spring Meeting. (4/83)
D. Shall be responsible for WOMOTC stationery, memo forms, envelopes and logo stamp.
E. Shall attend to all matters of correspondence.
1. Thank you note to clubs who hostess the annual Spring Meeting and Convention.
2. Write letters of inquiry, requests or thank you notes at President's request.
3. Keep a record of all correspondence in the permanent file.
4. Request Proclamation of MOTHERS OF TWINS & TRIPLETS WEEK from the State Governor by July 1st.
F. Notify Executive Board of all Board meetings using the newsletter when advance time permits.
G. Shall write an article for each State newsletter.
H. Shall prepare annual report for the Convention Manual and Detailed report for the file.
I. Convention duties include:
1. Record official minutes - only the votes, carried or lost.
2. Read Governor's Proclamation to assembly.
3. Record and include Credentials report in minutes.
4. Accept ballots from Nominating Committee Chairperson after election and destroy immediately after Convention.
IV. Files shall consist of:
A. Procedure Manual
B. By-Laws and Standing Rules
C. Permanent record of Name/ address lists of Executive Board, Member Club Presidents and State Reps.
D. Permanent, cumulative file of Expense records and vouchers
E. Permanent, cumulative file of Annual and Detailed reports
F. Letterhead stationery, memo forms, envelopes and logo stamp
G. Permanent records of minutes of WOMOTC Convention and Board meetings
H. Permanent records of up-dated Procedure Manual, By-Laws, and Standing Rules
I. Permanent record of all Summary of Minutes
J. Governor's Proclamation information and past Proclamations
K. State title pin
L. Permanent plastic file box
M. We Share Sourcebook
TREASURER
I. This is a "voting member" position on the Executive Board. Attendance at Board meetings and the Convention Business meeting is required.
II. The term of office is one year. She is installed at the Annual Convention and her term is completed after the following Convention.
III. Duties
A. See General Procedures of duties upon assuming office.
B. Shall keep accurate records of all receipts and expenditures.
C. Shall receive all moneys for the Organization.
1. Dues and application fees from the member clubs
a. Shall notify the President, 1st Vice-President, 2nd Vice- President, Secretary, Editor and Publisher upon receipt of dues and application of new or previously affiliated clubs.
b. Club membership list is to be included with annual dues.
2. Newsletter subscriptions
a. Subscriptions will cost $4.00 per year
b. Send subscriber a receipt
c. Notify Publisher of new subscriptions
3. Profits from Annual Spring Meeting and Convention
4. Fund Raising
5. Sale of booklets
D. Shall obtain signature card at bank annually for authorization to sign checks on the checking account for the Organization.
1. Maintain official registration certificate of Organization's IRS ID. #391291267 and official certificate of Tax Exempt status from WI Dept. of Revenue. The tax exempt number is #ES-23357.
2. Obtain required signatures of the President, 1st Vice-President and Treasurer for the signature cards.
3. Shall submit or renew application for bonding at WOMOTC expense. Surety Bond shall be sufficient to cover treasury funds.
E. Shall process voucher forms as follows:
1. Receive voucher with receipts attached and approved by the President.
2. Fill in information in box on voucher form