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
3. Pay all approved bills immediately
4. Shall obtain approval of the State President or in accordance with Standing Rule #15
5. Mail check along with blank voucher form
F. Shall notify each State Rep when her club's dues are due.
1. Send first notice May 1st
2. Send second notice of pending delinquency, in the June Wisconsin Twin News
G. Shall maintain an accurate card file of member clubs, listing:
1. Club name and address
2. President's name and address
3. State Rep's name and address
4. Date of month that club meets
5. Date and amount of dues paid
6. Date clubs joined State
H. Shall furnish current list including clubs, Club Presidents, and State Rep names and addresses to the Executive Board by the February Board meeting and an updated list via the June newsletter.
I. Shall present financial statement for publication in the newsletter quarterly and for all Executive Board meetings.
J. Shall prepare Annual Report for Convention manual and Detailed Report for file.
K. Shall notify First Vice President of the largest percentage of growth of a club determined by the annual dues paid.
L. Shall close the books October 1st.
1. Notify the Executive Board via the September newsletter that bills must be submitted to the President by September 15th to be paid before October 1st.
2. Shall have the books audited before the first Executive Board meeting of the club year and submit the report to the President.
a. The audit shall be conducted by the incoming Treasurer and two (2) members of her local club if the Treasurer will be serving her first term.
b. The audit shall be conducted by three (3) members of the Treasurer’s local club if the Treasurer will be serving a second term.
3. Shall prepare detailed Expense Report for presentation at Convention to Executive Board and one Delegate from each club.
M. Shall prepare a rough draft of a proposed budget for the coming year including estimated expenses and income, to be discussed at the pre- Convention Board meeting and presented at the Convention Business meeting.
N. Shall have Treasurer's books available for review at the Convention prior to Business meeting.
O. The President/State Rep Verification Form shall be distributed at Convention and Spring Meeting.
P. Shall inform 1st Vice President by September 1st of clubs attaining 15 and 25 year WOMOTC membership status.
IV. Files shall consist of:
A. Procedure Manual
B. By-Laws and Standing Rule
C. Name/address list of Executive Board, Member Club President and State Reps
D. Correspondence of last 2 years
E. Permanent, cumulative file of Annual and Detailed Reports
F. Permanent, cumulative file of Expense record and voucher
G. Minutes of Board Meetings (for 3 yrs) and Convention (for 5 yrs)
H. Ledger books, Check book, Receipt book, bank statements, and canceled checks
I. Notebook containing:
1. Voucher forms
2. Paid bills
3. Dues statements
4. Subscription blanks
5. Correspondence
6. New club applications
7. Treasurer Reports
J. File box containing permanent membership cards
K. State title pin
L. Permanent plastic file box
M. We Share Sourcebook
EDITOR
I. This is a "voting member" Standing Committee position on the Executive Board. Attendance at all Board meetings and the Convention Business meeting is required.
II. The term of this office is for one year beginning after the Annual Convention and is completed after the following Convention.
III. Duties:
A. See General Procedures of duties upon assuming office.
B. Shall notify exchange clubs of change in Editor on first issue of each new term.
C. Shall edit and type newsletter quarterly.
1. Design format
a. Scout articles from MOT newsletters (remembering to give credit to original source)
b. Request specific articles
c. Edit articles from WOMOTC members
d. Write articles
2. Title page shall contain:
a. Emblem of Organization
b. Official title "Wisconsin Twin News"
c. Names and current mailing addresses of President, Treasurer, 1st VP, and Editor shall appear in newsletter.
3. Deadline for receiving information is the 1st of December, February, May and August.
4. Deadline to Printer: 10th of the month preceding publication dates which are the 1st of January, March, June and September.
D. Shall do typing requested by the President
E. Solicit and receive exchange newsletters:
1. National Notebook
2. Sister state organizations
3. Clubs outside Wisconsin
4. WOMOTC member clubs
F. Shall be encouraged to write article for at least one issue of State newsletter.
G. Shall prepare Annual Report for Convention manual and Detailed report for file.
IV. Files shall consist of:
A. Procedure Manual
B. By-Laws and Standing Rules
C. File of past WOMOTC newsletters
D. Supplies
E. Permanent, cumulative file of Expense record and voucher
F. Exchange newsletters of past year
G. Misc. filler articles
H. Permanent, cumulative file of Annual and Detailed Reports
I. Names/address list of Executive Board, Member Club Presidents and State Reps
J. Correspondence from last 2 years
K. Minutes from Board meeting (for 3 yrs) and Convention meetings (for 5 yrs)
L. State title pin
M Permanent plastic file box
N. We Share Sourcebook
PUBLISHER
I. This is a "voting member" Standing Committee 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, beginning after the annual Convention and is completed after the following Convention.
III. Duties:
A. See General Procedures of duties upon assuming office.
B. Shall arrange for the method/machine to run the newsletter with Executive Board approval for expenses over $10.00, excluding paper, supplies and postage.
C. Shall print and distribute State newsletter
1. Mailing deadlines on the 1st of January, March, June and September.
2. Send as follows:
a. Two copies to State President, Historian, Editor
b. One copy to each paid member of WOMOTC and one copt to each WOMOTC Past President who is not currently a member of WOMOTC.”
c. National MOTC President, Editor, National/State Liaison
e. State Organizations on exchange list
f. Individual subscribers
g. Pick up new clubs as they join State
D. Print and mail materials as requested by President.
E. Keep accurate list of newsletters published and mailed.
F. Keep mailing list current
a. Send renewal notices to individual subscribers as subscriptions expire
b. If subscription are not renewed prior to publication of the next issue, remove those names from the list
c. Member Club names shall be removes if dues are not paid by August 31st.
d. Keep lists of state organization exchange newsletters current
e. Keep list of National Officers and State Presidents current
********
I. Forward to Editor any exchange newsletters received.
J. Shall be encouraged to write article for at least one issue of State newsletter.
K. Shall prepare Annual Report for Convention manual and Detailed Report for file.
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 two years
E. Permanent, cumulative file of Annual and Detailed reports
F. Permanent, cumulative file of Expense record and voucher
G. Minutes of Board meetings (for 3 yrs) and Convention (for 5 yrs)
H. Supplies for publishing
I. Mailing list
J. State title pin
K. Permanent plastic file box
L. We Share Sourcebook
M. Postal Permit
HISTORIAN/CHAPLAIN
I. This is a "voting member" Standing Committee position on the Executive Board. Attendance at all Board meetings and the Convention Business meeting is required.
II. The term of this office is for one year beginning after the Annual Convention and is completed after the following Convention.
III. Duties:
A. See General Procedures of duties upon assuming office.
B. Annually compile and write the History of the immediate past Spring Meeting and Convention of our Organization. This History Summary shall be distributed at the following Spring Meeting to Executive Board and State Reps as supplement to the History booklet.
C. Annually, shall complete the Highlight form of the Convention and Spring Meeting events. The completed Highlight forms should be forwarded to the following:
CONV. HIGHLIGHT FORM SPRING MTG HIGHLIGHT FORM
State President State President
Advisor/Mtg Planner Advisor/Mtg Planner
Historian Historian
Conv. Chr./Year #1 Spring Mtg Chr./Year #1
Conv. Chr./Year #2 Spring Mtg Chr./Year #2
D. Shall keep our scrapbooks up to date in an attractive manner. Be responsible for obtaining pictures of yearly Spring Meeting and Convention highlights for scrapbook.
E. Maintain a file of all issues of "Wisconsin Twin News".
F. Shall receive two copies of Executive Board and Convention minutes, one is kept for permanent record.
G. Shall submit an article for each issue of State newsletter.
H. Request and publish in the newsletter notices of death in the immediate families of members.
I. Prepare non-denominational prayers for meetings.
J. Submit a non-denominational prayer to the Convention Chairperson for publication in the Convention manual.
K. Open the Convention with a non-denominational prayer and conduct a short Memorial Service.
L. Shall prepare Annual Report for Convention manual and Detailed Report for file.
M. Display history book and scrapbook at the Annual Convention
IV. Files shall consist of:
A. Procedure Manual
B. By-Laws and Standing Rules
C. Correspondence from last two years
D. Permanent, cumulative file of Expense record and voucher
E. Permanent, cumulative file of Annual and Detailed Reports
F. History book
G. State scrapbooks
H. State library of books/reading material
I. Spiritual readings & clippings
J. Permanent records of minutes of WOMOTC Convention and Board meetings
K. Permanent file of all newsletters "Wisconsin Twin News"
L. Name/address list of Executive Board, Member Club Presidents and State Reps
M. State title pin
N. Permanent plastic file box
O. We Share Sourcebook
P. Camera
PARLIAMENTARIAN
I. This is a "voting member" position on the Executive Board that is appointed by the newly elected State President, with the approval of the Executive Board, at or prior to the first Executive Board meeting. Attendance at all Board meetings and the Convention Business meeting is required.
II. The term of office is one year beginning after the Annual Convention and is completed after the following Convention.
III. Duties:
A. See General Procedures of duties upon assuming office.
B. Shall maintain parliamentary procedure at all meetings and time discussions.
C. Shall be advisor to the President, upon request, as to proper procedure.
D. Shall be responsible for proposed By-Law changes.
1. Shall prepare articles requesting By-Law changes for January and March newsletters.
2. Send proposed By-Laws to State Reps for consideration and further suggestions in April.
3. Present official notice of proposed change:
a. To clubs via June newsletter
b. To State Reps in August (60 days prior to Convention) of any additional changes
c. To Convention Chairmen for publication in Convention manual
d. To State Reps in September (30 days prior to Convention) of revised proposals.
4. Present proposed By-Law changes at the Annual Convention for voting by the assembly.
E. Shall be encouraged to write an article for at least one issue of the State newsletter.
F. Shall prepare yearly summary of By-laws/Standing Rules changes from previous Convention for distribution to Executive Board and State Reps at Spring Meeting.
G. Shall prepare report for Convention manual and a Detailed report for the file.
H. Shall read the Convention Rules at the Convention.
IV. Files shall consist of:
A. Procedure Manual
B. By-Laws and Standing Rules
C. ROBERT'S RULES NEWLY REVISED
D. Permanent, cumulative file of Expense record and voucher
E. Correspondence from last two years
F. Permanent, cumulative file of Annual and Detailed Reports
G. Name/address list of Executive Board, Member Club Presidents and State Reps
H. Minutes of Board meetings (for 3 yrs) and for Convention (for 5 yrs)
I. State title pin
J. Permanent plastic file box
K. We Share Sourcebook
WAYS AND MEANS CHAIRPERSON
I. This is a "voting member" position on the Executive Board that is appointed by the newly elected State President, with the approval of the Executive Board, at or prior to the first Executive Board meeting. Attendance at all Board meetings and the Convention Business meeting is required.
II. The term of office is one year beginning after the Annual Convention and is completed after the following Convention.
III. Duties:
A. See General Procedures of duties upon assuming office.
B. Shall be in charge of fund raising for the Organization and maintain and sell items sold by State to raise additional funds.
C. Shall write an article for each newsletter promoting State products.
D. Shall prepare Annual Report for Convention Manual and a detailed report for the file.
IV. Files shall consist of:
A. Procedure Manual
B. By-Laws and Standing Rules
C. Correspondence
D. Forms and stationery
E. Fund-raising items
F. Name/address list of Executive Board, Member Club Presidents and State Reps.
G. Permanent, cumulative file of Expense record and vouchers
H. Permanent, cumulative file of Annual and detailed reports
I. Minutes of Board meetings (for 3 yrs) and Convention minutes (for 5 yrs).
J. State Title pin
K. Small plastic file box
L. We Share Sourcebook
NOMINATING CHAIRPERSON
I. This is a "voting member" position on the Executive Board that is appointed by the newly elected State President, with the approval of the Executive Board, at or prior to the first Executive Board meeting. Attendance at all Board meetings and the Convention Business meeting is required.
II. The term of office is one year beginning after the Annual Convention and is completed after the following Convention.
III. Duties:
A. See General Procedures of duties upon assuming office.
B. Send letter of introduction to her committee soon after taking office.
C. Maintain regular contact with committee members so they are informed and assume an active role in slate preparation, selecting the best qualified candidates from resumes received.
D. Shall prepare articles for State newsletter encouraging members to submit resumes.
E. Shall prepare Annual Report for Convention manual and Detailed Report for file.
F. Shall maintain resume file for five years.
1. Mail resume forms by April 15th to all member clubs and Executive Board.
a. June 30th deadline for return
b. All Executive Board shall submit a resume (stipulate if not running)
c. Notify your committee members which clubs they are to compose and send letters to. As Chairperson you notify Board members.
d. Send reminder June 1 to Executive Board and member club Presidents who have not returned forms.
2. Shall prepare list of nominees from all resumes received by August 1st.
a. Top priority given to those received before deadline.
b. Send list to Nominating Committee members for consideration and approval of nominees
c. Acknowledge returned resumes and advise nominees
1. Must be in attendance at Convention
2. Must register with you prior to 8 a.m. Convention Day
d. Final slate determined (date indicated on State calendar)
1. Committee approval received
2. Inform State President
3. Inform member clubs via September newsletter
4. Notify each nominee of position she will be running for.
5. Prepare list with synopsis of all resumes for Convention Chairperson by September 1
G. Pre-Convention duties:
1. Check ballot supply and duplicate copies if needed.
a. Blank ballots are best to use
b. Have extra ballots in event of a tie
2. Remind your committee to attend Convention stating their duties for the day. (In event they cannot attend, they must submit alternate to you.)
3. Prepare check list of slate for easy check when arriving at business meeting. Copies to:
a. President
b. Secretary
c. Each member of Nominating Committee
4. Prepare list of voting delegates; verify with Credentials Chairperson the morning of Convention.
H. Duties at Convention:
1. Notify President when all nominees are present.
2. Ballot box should be positioned conveniently for delegates use, or committee members may collect them.
3. No one's name can be placed in nomination without a "current" resume on file with Nominating Chairperson. (Standing rule #9)
4. Introduce the slate of nominees when all nominations are closed, having them stand when introduced.
5. Shall act as teller at Convention along with your committee:
a. Cannot count votes if running for an office
b. Two tellers count ballots while rest count hand votes.
c. Instruct tellers to keep results of election confidential.
d. Counted ballots presented to Secretary in sealed envelope before announcing results.
6. Introduce winning candidates.
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. Permanent, cumulative file of Annual and Detailed Reports
E. Permanent, cumulative file of Expense record and voucher
F. Correspondence from last two years
G. Minutes of Board meetings (3 yrs) and Convention (5 yrs)
H. Resume file
I. State title pin
J. Permanent plastic file box
K. We Share Sourcebook
NOMINATING COMMITTEE
I. This is an elected, "non-voting committee" position to the Executive Board. Attendance at all Board meetings is encouraged but not required. Attendance at the Convention Business meeting is required.
II. This term of office is for one year.
III. Duties:
A. See General Procedures of duties upon assuming office.
B. Familiarize yourself with Chairperson, committee procedures and forms.
C. Review By-Laws and Standing Rules as guidelines to qualification for officers.
D. Make original and two copies of all correspondence. Mail original and send one copy to the Chairperson and keep one for your file.
E. Study Nominating Chairperson's duties:
1. Your duties are detailed with hers
2. Work with her as a TEAM for best possible slate.
F. Guidelines for slate:
1. Strive for double slate with qualified resumes.
2. Check evaluations, do not accent anyone with bad work record.
G. You must attend Convention and serve as teller, or have a non-voting alternate register with your Chairperson.
1. You must bring files to Convention.
2. You must attend exchange of files.
3. Keep results of election confidential.
IV. Files shall consist of:
A. Procedure Manual
B. By-Laws and Standing Rules
C. Correspondence from last two years
D. Name/address list of Executive Board, Member Club Presidents and State Reps
E. State Title Pin
CREDENTIAL CHAIRPERSON
I. This is a "voting member" position on the Executive Board that is appointed by the newly elected State President, with the approval of the Executive Board, at or prior to the first Executive Board meeting. (The candidate for this office may not be a member of the current convention hostess club.) Attendance at all Board meetings and the Convention Business meeting is required.
II. The term of office is one year beginning after the Annual Convention and is completed after the following Convention.
III. Duties:
A. See General Procedures of duties upon assuming office.
B. Prepare and process Credential forms.
1. Verify current listing of WOMOTC Officers, committee chairmen, and member clubs by July 1st.
2. Mail credential registration to WOMOTC Officers, committee chairmen, and member clubs by August 1st.
C. Set up Credentials Poll Book
D. Prepare seating arrangement for Convention Business meeting
E. Handle Credential registrations the morning of Convention Business meeting
F. Give Credential Report during Convention Business meeting
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. Credential Poll records
E. Supplies (Credential ID's, forms, etc.)
F. Expense record and vouchers
G. Annual and detailed reports
H. Minutes of Board meetings (for 3 years) and Convention minutes (for 5 years)
I. State Title Pin
J. We Share Sourcebook
SPECIAL COMMITTEE CHAIRPERSON WITH VOTE
I. This is a "voting member" position on the Executive Board that is appointed by the Executive Board (limited to one per year). This position is a temporary member of the Standing Committee. Attendance at all Board meetings and the Convention Business meeting is required.
II. Appointment shall be reviewed on an annual basis to determine if there is a continued need for this Committee Chairperson. The term of office is one year beginning after the Annual Convention and is completed after the following Convention.
III. Duties:
A. See General Procedures of duties upon assuming office.
B. Assume duties as directed by the Executive Board.
C. Schedule and preside over committee meetings as deemed necessary.
D. Present ideas, revisions, proposals to the Executive Board for action.
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. Permanent, cumulative file of Expense record and vouchers
E. Permanent, cumulative file of Annual and detailed reports
F. Correspondence
G. We Share Sourcebook
PHILANTHROPIC CHAIRPERSON
I. This is a "voting member" position on the Executive Board that is appointed by the newly elected State President, with the approval of the Executive Board, at or prior to the first Executive Board meeting. Attendance at all Board meetings and the Convention Business meeting is required.
II. The term of the office is two years, beginning after the Annual Convention and lasting two years.
III. Duties:
A. See General Procedures of duties upon assuming office.
B. Shall be in charge of fund raising for Philanthropic Project.
C. Shall write an article for each newsletter promoting the Philanthropic Project.
D. Shall keep record of past Philanthropic Projects, money raised, and club presenting the idea.
E. Shall prepare Annual Report for Convention Manual and a detailed report for the file.
F. May be required to prepare and distribute press releases related to the Philanthropic Project.
IV. Files shall consist of:
A. Procedure Manual
B. By-Laws and Standing Rules
C. Correspondence
D. Forms and stationery
E. Name/address list of Executive Board, Member Club Presidents and State Reps.
F. Permanent, cumulative file of Expense record and vouchers
G. Permanent, cumulative file of Annual and detailed reports
H. Minutes of Board meetings (for three years) and Convention minutes (for five years)
I. State Title Pin
J. We Share Sourcebook
STATE REPRESENTATIVE GUIDELINES
The three key words for a mutually rewarding year as your club's State Representative are enthusiasm, participation and dependability. These will open the doors to a successful term for you and will lead to a beneficial association with the Wisconsin Organization of Mother's of Twins Club.
ENTHUSIASM: Try to create interest and excitement for State projects. Give your reports with spirit and a smile!
PARTICIPATION: Encourage your members to attend State meetings, to run for an office and to involve themselves in State projects.
DEPENDABILITY: Act on all correspondence, meet deadlines and promote State endeavors with oral reports and in the local newsletter.
Following is an outline to aid you in the performance of your duties as the liaison between your local club and the State Organization:
A. Dues:
1. Renewal of annual membership, as of your November 1 club membership. (See Article X of By-Laws)
2. Due to the State Treasurer on November 1 and overdue after December 31.
B. Correspondence:
1. All State material will be mailed directly to you.
2. Report to your officers and members on all State business.
3. Give brief reports at each club meeting and in your local newsletter.
4. Changes in the name or address of the local State Rep should be sent to the State Treasurer.
C. Research:
1. Encourage participation. Research is one of our main purposes and is very important.
2. Reproduce research forms for the State Statistic Survey and special research projects for State.
3. The Second Vice President of WOMOTC is in charge of all research and should be returned to her when due.
D. State Newsletter:
1. "The Wisconsin Twin News" is published in January, March, June, and September.
2. You will receive 1 copy for every 5 members. These should be circulated to all members so they might be kept informed.
3. You will be informed of most State business via the Newsletter.
4. Update your club's WOMOTC Procedure Manual of changes made at Executive Board Meetings via the minutes as published in State newsletters.
5. Update your club's WOMOTC By-Laws/Standing Rules of changes made at Convention via the minutes as published in State newsletter (January).
6. A report is requested from each State Rep for each issue.
a. Due to the Editor the 1st of the month prior to publication.
b. Highlight local clubs activities and other interesting data.
7. Encourage individual subscriptions to the State Newsletter; send $4.00 for 1 year to the State Treasurer.
.
E. State Meetings:
1. State Reps are encouraged to attend Executive Board meetings.
a. Friday before Convention
b. Prior to the Spring Meeting
c. As called by the President
2. Spring Meeting is planned for member clubs each year.
a. Luncheon and Workshops or Speakers
b. Selling tables are available by reservation with the Spring Meeting Treasurer (due 30 days prior).
c. Promote attendance and make club reservations.
F. State Convention:
1. Held annually the second weekend in October.
2. Each State Club is allowed 2 Delegates and 2 Alternatives.
a. Have an election to determine Delegates and Alternatives.
b. Request funds from your local club for expenses for your Delegates.
c. Distribute voting credentials to club Delegates and Alternates.
d. Send Credentials in before deadline! (See Delegate Guidelines for more information)
3. Recruit local members for State Office.
a. Duties of State Officers and Chairperson are listed in the WOMOTC Procedure Manual.
b. Resumes of your members who wish to be on the slate must be in by June 30.
c. Resumes must also be on file with the State Nominating Chairperson for all candidates that are nominated from the floor!
4. Request club members & business connections to buy ads in the Convention Booklet. This helps with Convention expenses.
5. Submit proposed By-Law changes and the proposed slate of Officers to your membership for consideration prior to the Convention.
6. Request club to consider hostessing a Convention or Spring Meeting.
a. Bids are due to the State President by September 1.
b. More information may be obtained from he manual "Hostessing a State Convention" or from any State Officer.
7. Encourage members to attend Convention and make reservations.
8. Reserve selling table by sending reservations to Convention Treasurer thirty days in advance.
9. After Convention, submit the names of the New State President and Editor to your local Editor for complimentary newsletters.
G. Files:
1. Compile a State Rep file consisting of:
a. Member Club Procedure Manual and WOMOTC Procedure Manual.
b. Local and State By-Laws and Standing Rules.
c. Convention and Executive Board Minutes.
d. Officer and Chairperson mailing list and State Rep mailing list
e. 2 years of State Newsletters
f. Booklets: "Hostessing a State Convention"
WOMOTC - History of Our Growth
Info-Service
We Share Sourcebook
g. Copies of all direct correspondence
h. State Rep and Delegate Guidelines and State Calendar
If you have any questions or problems, write or call your State President. She will be happy to help you. Enjoy your term as State Rep, and please remember that the responsibility of communication remains with YOU!
DELEGATE GUIDELINES
1. Each member club of the State Organization shall send two delegates and two alternates to the annual Convention.
2. If only one member of a club is able to attend the Convention, she may be a delegate and the alternate of the missing delegate. She will be entitled to both club votes which will be cast by raising two hands and/or filling out two ballots.
3. Delegates and alternates are chosen by each member club according to its own guidelines. Some clubs give first priority to their club President and State Representative. A delegate or alternate may represent only one club.
4. Credentials will be mailed to each club sixty days prior to the Convention. Each delegate must have proper credentials to be eligible to vote. Two credentials are sent for each delegate. Each one is to be filled out according to the directions, and signed by the local President. One credential is retained by the delegate and the other is forwarded to the Credential Chairperson.
5. Proposed By-Law changes and the slate of officers and committee Chairperson are sent to each local club via the newsletter prior to Convention. The local club should vote on these so that the delegates will vote accordingly at Convention.
6. The delegate should be familiar with the agenda and knowledgeable of Convention procedures. This information is published in the Convention Manual that is obtained upon registration at the Convention. All delegates must be registered.
7. Materials needed to aid a delegate in discussions are: Copy of WOMOTC By-Laws and Standing Rules, Published Proposed By-Law Changes, and the Proposed Slate of Officers and Committee Chairmen.
8. Each delegate will sign in with the Convention Credential Chairperson prior to the business session. She must be seated three minutes before the scheduled meeting time. A delegate must be seated five minutes prior to the announced time for reconvening a meeting, after the break for voting, so that a credential check might be made.
9. Each alternate will sign in with the Convention Credential Chairperson prior to the business session and shall be seated with her club in the guest section. In the event a seated Delegate has to leave, her Alternate shall be obtained by a Page and shall take the Delegate's seat. The Alternate of an absent Delegate becomes the Delegate and must take the Delegate's seat in the voting body.
10. In order to obtain the floor, a delegate must rise, address the chair, give her name and that of the club she represents.
11. Pages are available to deliver messages to your club and to the officers. To obtain a page, just raise your hand. Make sure messages are properly addressed. (You are the only spokesman for your club. Only delegates may speak during the meeting.)
12. If a motion is made by a delegate, she shall state it and send a written version (signed)
to the Secretary via the pages.
13. New By-Law changes may not be introduced at the Convention as 30 day notice to each member club is required. However, a delegate may propose a Standing Rule change or addition without prior notice.
14. A delegate should vote according to the best interests of the club she represents.
15. The delegate should record new By-Law changes or additions in her club's By-Laws of WOMOTC.
16. The delegate should record all pertinent information in her copy of the Convention Manual. (Treasurer's Report, New Officers and Committee Chairmen, etc.)
17. A delegate is responsible for reporting to her club on the Convention.
CONVENTION RULES
1. Delegates, Alternates and Guests must be seated at least three (3) minutes before the scheduled meeting time, and five (5) minutes prior to reconvening the meeting after the break for voting, so that a Credential check can be made.
2. Each Delegate must have in their possession a Delegate Credential and wear a colored designation as supplies by the Credentials Chairperson to signify her office, Chairpersonship or club designation: White/State Officers; Orange/State Standing Committee; Red/Club Delegates; Blue/Alternates; Gold/ Past Presidents. (4/02)
3. Each Delegate, State Officer, State Standing Committee Chairpersons and all Alternates will sign in with the Credential Chairperson prior to the business meeting. All Alternates shall be seated with her club in the Guest section. In the event a seated Delegate has to leave, her Alternate shall be obtained by a Page, and shall take the Delegate's seat. The Alternate of an absent Delegate becomes the Delegate and must take the Delegate's seat in the voting body, wear the Delegate's color designation and hold her credentials.
4. Only Delegates, State Officers, State Standing Committee Chairpersons and WOMOTC Past Presidents may speak during the meeting. (Past Presidents wear Gold dot designations.)
5. To obtain the floor, a Delegate must rise, address the chair, give her name and that of the club she represents before she comments on any given subject.
6. In debate, each Delegate has the right to speak twice on the same subject, but cannot make a second speech on the same question as long as a person who has not spoken on that questions desires the floor. (Robert's Rules)
7. Debate shall be limited to two (2) minutes for each speaker and debate on any subject shall be limited to ten (10) minutes.
8. Resolutions shall be presented to the Parliamentarian before being presented to the Convention.
9. A Timekeeper has been appointed to call time on all speakers in accordance with the time limit adopted by the assembly.
10. Pages have been appointed to carry messages from the assembly to the Delegates, as only the Delegates may address the chair. Raise your hand, and a Page will attend to your wishes. All messages must be in writing and state the name of the Delegate or person for whom they are intended.
11. Each Motion shall be written, signed by the Delegate, giving the name of the club she represents and shall be delivered by an official Page.