Bylaws

BYLAWS of THE AMERICAN ASSOCIATION OF UNIVERSITY WOMEN
                                     of Zanesville Ohio Branch

ARTICLE I. NAME AND GOVERNANCE

Section 1. Name. The name of the organization shall be the American Association of University Women (AAUW) Zanesville Ohio, hereinafter known as the “Affiliate.”

Section 2. Affiliate. AAUW Zanesville Ohio is an Affiliate of AAUW as defined in Article V.

Section 3. Legal Compliance. The Affiliate shall comply with the requirements of AAUW and federal, state, and local law. The bylaws of the Affiliate shall in no way conflict with the AAUW Bylaws and/or policies.

ARTICLE II. PURPOSE

Section 1. Purpose. The purpose of AAUW is to advance equity for women and girls through advocacy, education, philanthropy, and research. The purpose of the Affiliate is to further AAUW purposes and policies.

Section 2. Policies and Programs. In keeping with this purpose, the Affiliate shall promote equity, education, and development of opportunities for women and girls that enable them to realize their full potential.

ARTICLE III. USE OF NAME

Section 1. Policies and Programs. The policies and programs of AAUW shall be binding on all members engaged in AAUW activities, and no member shall use the name of AAUW to oppose such policies or programs.

Section 2. Proper Use of Name and Logo. The name and logo of AAUW may be used only by members (as defined below at Article IV, Section 2) and Affiliates (as defined below at Article V, Section 1) only according to policies and procedures established by the AAUW Board of Directors; others may do so only according to written licenses.

Section 3. Individual Freedom of Speech. These bylaws shall not abridge the freedom of speech of any AAUW member to speak an opinion in the member’s own name.

ARTICLE IV. MEMBERSHIP AND DUES

Section 1. Composition. The members of AAUW at present consist of members (“Individual Members”) and college/university members (“College/University Members”).

Section 2. Basis of Membership.

  1. Individual Members.

(1) Eligibility. An individual holding an associate’s (or equivalent, e.g., RN), bachelor’s, or higher degree from a higher education institution accredited by a regional accrediting agency recognized by the U.S Department of Education (an “Accredited Higher Education Institution”) or other qualified educational institution located outside of the United States, as determined by the AAUW Board of Directors, shall be eligible to receive admission to AAUW membership; such membership shall be granted upon payment of AAUW dues. The provisions set forth in this section are the sole requirement for eligibility and admissibility to AAUW membership except that the AAUW Board of Directors may establish a process to assess credentials that are submitted based on degree equivalence.

(2) Appeals of Refusals of Admission to Membership. Any potential Individual Member or College/University Member who claims qualification for membership in AAUW and who has been refused admission to membership may present credentials to the AAUW Board of Directors for review. The decision of the AAUW Board of Directors shall be final.

(3) Saving Clause. No Individual Member shall lose membership due to any change in the status of the higher education institution upon which original qualification for membership was based.

(4) Life Membership.

(a) Paid. An Individual Member may become a life member (a “Life Member”) upon a one-time payment of twenty years’ annual AAUW dues, based on the amount of annual AAUW dues the year the Member elects to become a Life Member. Thereafter, the Life Member shall be exempt from the payment of AAUW national dues.
(b) Fifty-Year Honorary. An Individual Member who has paid AAUW dues for fifty years shall become a Life Member and shall thereafter be exempt from the payment of AAUW national dues.

  1. College/University Members. Any Accredited Higher Education Institution or other qualified higher education institution located outside the United States, as determined by the AAUW Board of Directors, that pays annual dues to AAUW shall be eligible to be a College/University Member. Each College/University Member shall appoint one or two representatives who are eligible to be Individual Members and who shall each have the membership benefits of an Individual Member and any other benefits that accrue to representatives of College/University Members, as determined by the AAUW Board of Directors.

Section 3. Student Associates. The AAUW Board of Directors may permit undergraduate students enrolled in Accredited Higher Education Institutions or in other qualified educational institutions located outside the United States, as determined by the AAUW Board of Directors, to associate with AAUW, with fees (if any) and benefits as determined by the AAUW Board of Directors.

Section 4. Dues.

  1. Amount. The annual dues and member benefits for any category of member shall be established by a two-thirds vote of the AAUW Board of Directors. Members shall be notified of the intent to consider a change in the dues, the proposed amount, and the rationale for the change at least 60 days prior to the vote.
  2. Payment. Member dues shall be payable in accordance with procedures established by the AAUW Board of Directors.

Section 5. Severance of Membership. Any Member may be suspended or removed from membership for any conduct that tends to injure AAUW or to adversely affect its reputation or that is contrary to or destructive of its mission according to these bylaws, with action taken following policies and procedures adopted by the AAUW Board of Directors. In addition, a College/University Member that is no longer eligible for membership shall be removed from membership as soon as practicable after it loses its eligibility.

Article V. AAUW AFFILIATES

Section 1.
AAUW Affiliate Defined. An AAUW Affiliate (“Affiliate”) is an organization affiliated with AAUW for the purpose of supporting AAUW’s mission through Affiliate programs, fundraising, networking, and/or other activities. Affiliates are typically nonprofit membership organizations under state law and may also have been recognized as tax-exempt 501(c)(3) or 501(c)(4) organizations under the Internal Revenue Code. An Affiliate may use AAUW’s name and/or logo only if approved by the AAUW Board of Directors.

Section 2. Organization.

  1. Purpose. Affiliates shall promote the purposes, programs, and policies of AAUW.
  2. Affiliates shall develop bylaws as meet their needs. However, any such bylaws shall not conflict with AAUW Bylaws or with applicable law.
  3. Structure. Affiliates may create such leadership structures as meet their needs. Each Affiliate shall provide AAUW with designated contacts for administration and finance.

Section 3. Loss of Recognition of an Affiliate.

  1. The AAUW affiliation status of an Affiliate may be revoked for cause through affiliation review procedures specified by the AAUW Board of Directors.
  2. The Affiliate shall have the right to appeal to the AAUW Board of Directors within a designated period.

Section 4. Property and Assets. The title to all property, funds, and assets of an Affiliate is vested in the Affiliate. An Affiliate shall have complete control of its property and assets, except that such property and assets shall not be used for any purpose contrary to AAUW’s purposes. In the event of the dissolution of an Affiliate or the termination of an Affiliate’s affiliation with AAUW, all assets of the Affiliate shall be transferred and delivered to AAUW or to another Affiliate designated by AAUW. AAUW may solicit and consider recommendations from local leaders before making a designation.

ARTICLE VI. PARLIAMENTARY AUTHORITY

The rules contained in the most current edition of Robert’s Rules of Order Newly Revised shall govern the Affiliate in all instances in which they are applicable and in which they are not inconsistent with the AAUW Bylaws or with the requirements of AAUW or applicable laws.

ARTICLE VII. AAUW-MANDATED AMENDMENTS TO THE BYLAWS

AAUW-mandated amendments shall be implemented by the Affiliate’s board of directors without a vote of the Affiliate’s membership and as prescribed by the AAUW Board of Directors.

APPLICABLE ARTICLES ONLY TO ZANESVILLE BRANCH

ARTICLE VIII. FINANCIAL ADMINISTRATION

Section 1. The fiscal year shall correspond with that of the Association and shall begin on July 1.

Section 2. Changes in branch dues shall be established at the annual meeting by a two-thirds vote of those present and voting, provided written notice has been given to all the members 30 days prior to the meeting.

Section 3. Dues are payable before July 1. After notification of nonpayment, a member still in arrears after July 31 shall be dropped from membership.

Section 4. Payment of additional dues shall be waived for a transferring member whose current dues have been paid to another branch

Section 5. The Organization’s dues shall include expenses related to Children’s Art Show, Candidates; Forum, members attending convention/workshops, publicity, and pamphlets for recruiting, printing and mailing.

Section 6. AAUW Member dues shall be payable in accordance with procedures established by AAUW policy.  Organization dues payment procedures shall be established by Organization’s board policy.

Section 7.  A current paid member of a branch or comparable AAUW-affiliated entity may transfer membership to another branch or comparable AAUW-affiliated entity without payment of additional dues.

Section 8. New members may join at any time. Dues are payable upon joining. Due paid between January 1 and March 15 shall be one-half the annual dues.

Section 9. The annual budget shall be ready for branch consideration at its September meeting.

Section 10. The branch shall set and maintain policies and procedures to control financial records consistent with generally accepted accounting principles and federal, state, and local laws.

Section 11. No contributions from branch funds shall be made to non-AAUW efforts. Soliciting groups shall be informed of this policy at the time a request is received.

Section 12. When a member dies, the branch shall contribute $25 to the Mary Jean Borley Scholarship Fund in her name.

Section 13. A member needing to cancel a luncheon reservation shall call the treasurer.  If the provider does not honor the cancellation, the member is responsible to pay for the meal.

ARTICLE IX. OFFICERS 

Section 1. There shall be elected officers or co-officers to fulfill the functions of administration, program, finance and membership as follows:

President, Vice President for Program, Vice President for Membership, Recording Secretary. Corresponding Secretary, Treasurer. (For duties, see Article XII)

Section 2. Officers shall serve for a term of two years or until their successors have been elected and assume office. The term of each officer shall begin on July 1.

Section 3. No officer shall be eligible to serve more than two consecutive terms in the same office. An exception may be made in unusual cases.  Such exception must be noted when the Nominating Committee reports and requires approval of the branch. (Possible exception might be the treasurer or an outgoing officer co-chairing as mentor.)

Section 4. The Board of Directors shall fill a vacancy in office, excluding the president, for the unexpired term. A vacancy in the office of president shall be filled by the Vice President for Program or by the vice presidents in the order listed in Section 1. If such a vacancy occurs, the vice president for program shall call a meeting of the Board of Directors to determine next steps for fulfilling the duties of the vice president for program.

ARTICLE X. BOARD OF DIRECTORS

Section 1. The Board of Directors shall consist of the elected officers.

Section 2. The Board shall have the general power to administer the affairs of the branch, including, but not limited to, establishing policies and procedures to control financial records, and report any action to the branch. It will exercise such powers and perform such acts as permitted by law, or these bylaws. It shall accept responsibility delegated by AAUW and AAUW Ohio.

Section 3. Meetings shall be held at the call of the president.

Section 4. The quorum of the Board shall be a majority of its voting members. Co-officers shall be considered as one voting member of the Board of Directors.

ARTICLE XI. NOMINATING COMMITTEE

Section 1. There shall be a nominating committee of three members. Two will be elected at the annual meeting. The third member shall be the immediate president.

Section 2. A member of the Nominating Committee shall be elected in alternate to serve for 2 years. Members shall serve no more than 2 consecutive terms, or until their successors are elected.  Members shall serve no more than 2 consecutive terms.  The committee shall choose its’ chair immediately after election.

ARTICLE XII. ELECTIONS

Section 1. Rotation. The president, membership vice president and recording secretary shall be elected in even numbered years. The program vice president, treasurer and corresponding secretary shall be elected in odd numbered years.

Section 2. The names of the nominees shall be presented at the branch meeting one month prior to election.

Section 3. Nominations may be made from the floor with the consent of the nominees.

Section 4. All elections shall be held at the annual meeting in March.

Section 5. Elections shall be held by secret ballot unless there is only one nominee for a given office, when a voice vote may be taken. Election shall be by a majority vote of those present and voting.

Section 6.  Officers shall be installed at the May meeting.

ARTICLE XIII. MEETINGS

Section 1. There shall be at least 7 general membership meetings each year.

Section 2. The general membership meeting held in March shall be designated the annual meeting, at which officers are elected.

Section 3. Meetings shall be held at the call of the president.

Section 4. The quorum shall be a majority of those present and voting.

ARTICLE XIV. DUTIES OF OFFICERS

Section 1. The president shall

  • (a) preside at all branch and Board of Directors meetings
  • (b) be the official spokesperson and representative for the branch and shall be responsible for submitting such reports and forms as required by AAUW and AAUW Ohio.
  • (c) be responsible for bringing the branch bylaws into conformity with the AAUW Bylaws after each AAUW convention
  • (d) appoint chairs of all committees and task groups, except for the Budget, Nominating and Scholarship Committees, and serve as ex officio member

Section 2. The vice president for program shall

  • (a) serve as the chair of the committee on program development (See Article XIV, Section 4)
  • (b) preside at meetings in the absence of the president and act in the president’s absence or disability
  • (c) perform such other duties as required by the president or the Board of Directors
  • (d) serve on the Budget Committee

Section 3. The vice president for membership shall

  • (a) serve as chair of the committee on membership to actively recruit new members. (See Article XIV, Section 3)
  • (b) preside at meetings in the absence of the president and program vice president
  • (c) perform such other duties as required by the president or the Board of Directors
  • (d) make contact with absentee members to encourage participation
  • (e) serve on the Budget Committee

Section 4. The recording secretary shall

  • (a) record and keep the minutes of all meetings of the Branch
  • (b) have available for reference at all meetings a copy of the bylaws, a list of officers, representatives of areas of interest, committee chairs and members
  • (c) perform such other duties as required by the president

Section 5. The corresponding secretary shall

  • (b) serve as chair of the telephone committee, which shall notify members of branch meetings and take luncheon reservations
  • (c) shall send get well, condolence, and thank you cards
  • (d) give the Membership Vice President names of members who have missed several consecutive meetings
  • (e) perform such other duties as required by the president

Section 6. The treasurer shall

  • (a) collect, disburse and account for the funds of the branch with a report at general meetings
  • (b) collect dues and properly remit them to AAUW and AAUW Ohio by the specified deadline
  • (c) send contributions to the designated AAUW Fund and Legal Advocacy Fund by the specified deadline
  • (d) chair the Budget Committee (see Article XVI Section 7 )
  • (e) present books for an annual audit
  • (f) Present members with a dues statement and contribution opportunities in April.

XV. COMMITTEES

Section 1. Standing committees shall be Program Development, Membership, Public Policy, Audit, Fundraising, Bylaws, Publicity and Budget. One individual may fulfill some committee functions.

Section 2. The chair in consultation with the president shall recruit standing committee members.

Section 3. The president may appoint special committees and/or task forces.

XVI. DUTIES OF COMMITTEES

Section 1. The Committee on Public Policy shall be responsible for the legislative program of the branch, calling attention to the areas on the legislative agenda that need the attention of the branch.

Section 2. The Committee on Membership, chaired by the Membership Vice President, shall be responsible for branch membership recruitment and orientation to the purpose and program of AAUW. It shall have oversight of current members, especially those who have health problems, a death in the family or have missed meetings.

Section 3. The Committee on Program Development shall

  • (a) be chaired by the Vice President for Program and be composed of members of the Board of Directors, plus chairs of Public Policy and Cultural Interests
  • (b) consider the program issues of AAUW
  • (c) plan programs for the general membership, including speakers and lunch venues

Section 4. The Committee on Bylaws shall review bylaws and policy statement annually, making recommendations as needed according to Article XIX

Section 5. The Committee on Audit shall prepare an annual audit.

Section 6. The Committee on Budget shall

  • (a) be comprised of the president, the vice presidents and the treasurer
  • (b) prepare and submit a budget for approval by the general membership at the September meeting
  • (c) remind the leadership that any expenditure beyond the limits of the budget must be approved at a general meeting

ARTICLE XVII. CONVENTIONS

Section 1. The branch shall be entitled to two delegates to the AAUW Ohio convention, one of whom shall be the branch president or her/his designee. Each branch shall have one additional delegate for each twenty-five members, according to the State Finance Officer’s record as of February 1.

Section 2. Delegates and alternates shall be elected by the branch and certified by the president. If the delegation is incomplete after the branch vote, the president shall have the right to complete the certification of convention delegates.

ARTICLE XVIII. PARLIAMENTARY AUTHORITY 

The rules contained in the most recent edition of Robert’s Rules of Order, Newly Revised shall govern this branch in all instances in which they are applicable and in which they are not inconsistent with these bylaws or those of the Association or the state. 

ARTICLE XIX. AMENDMENTS TO THE BYLAWS

Section 1. Amendments required by the Association to bring branch bylaws into conformity shall not require a vote of the branch members.

Section 2. Prior to being voted on, proposed amendments to the branch bylaws shall be sent to the state bylaws chair for approval.

Section 3. Provisions of these bylaws not governed by the Association Charter and Bylaws may be amended by a two-thirds vote of those present voting at a general membership meeting, provided written notice shall have been given to every member at least 30 days prior to the meeting.

Branch bylaws amended and approved September 2015
Changes mandated by AAUW and AAUW Ohio Bylaws made December 2016.

                                                                 POLICY STATEMENT
OFFICERS

  • It is advisable that the branch president be selected from those members who have previously served on an AAUW branch board.
  • Each officer and committee chair shall be acquainted with the bylaws and the literature in her field and shall assist the membership chair in the orientation of new members.
  • Retiring officers and chairs shall pass on to their successors all materials important to their offices by July 1, except for delays required by the treasurer in closing the fiscal year.

FINANCES

  • Unused budget appropriations for any year shall remain in the general fund.

MISCELLANEOUS

  • Members may bring guests to program meetings of cultural and educational interest. It is particularly encouraged that such guests be women who are eligible for membership.
  • Any committee chair or other member who desires to be placed on a meeting agenda for purposes of a special report shall notify the president at least one week before the meeting.

Revised September 2015
Prospective Member Lunch Fund

The Prospective Member Lunch Fund was created to encourage members to bring a prospective member to a meeting.  The guest must be eligible for membership and can apply for only one lunch per year.  Members who make a guest reservation should report to the corresponding secretary that the guest is eligible.

Deductibility of Dues and Donations

 $46.00 of dues is tax deductible because AAUW is a 401(c)3 organization

For tax deduction on donations to AAUW Funds

  1. Write a separate check payable to AAUW
  2. Give the check to the branch treasurer, who will forward it, thus giving credit to both the donor and the branch

NOTE: contributions included in a check with dues will be forwarded as a branch donation.

Preserving Our Past

 Minutes, Yearbooks, and other memorabilia of the Zanesville Branch of AAUW are preserved at the John McIntire Public Library.  Members who have items to add to the archives should contact the branch Historian.