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AUGUST 11, 2000
APPROVED
November 3, 2000
ARTICLE I.
NAME AND AFFILIATION
POLICY: MnAEYC shall send at least one delegate to
the annual meetings of NAEYC and Midwest AEYC, budget
permitting.
ARTICLE II.
PURPOSE
POLICY 1: The Governing Board shall review MnAEYC’s
mission statement, bylaws, policies and procedures and
purpose statement (Article II) annually.
POLICY 2: MnAEYC's Strategic Direction Plan shall be
reviewed and revised every three years by the Governing
Board.
ARTICLE III.
MEMBERSHIP
POLICY 1: A membership committee, chaired by the President-Elect,
oversees:
a. Recruitment of new members;
b. Renewal of continuing members;
c. Activities and services that enhance the membership
experience.
PROCEDURES:
1. Recruitment of new members:
a. Membership information is included in every issue
of NEWS and VIEWS.
b. Membership brochures, information, and a permanent
MnAEYC display are distributed widely through current
members, other related organizations, teacher training
institutions, and community events.
c. A membership recruitment letter is sent to teacher
training institutions each year and signed by the Executive
Director and the President
d. Special low membership rates are offered to full-time
students and first-year members
e. Membership is promoted through fall conference by
offering:
§ Membership information and form in program and
packet
§ Lower conference rates for members
§ Membership table in registration area with waiver
of late conference fee for those who join on the spot
§ MnAEYC display at conference
§ Membership promotion before keynote speech
f. After fall conference, a recruitment letter is sent
to all non-member conference attendees and signed by
the Executive Director and the President.
g. Officers and members will promote membership when
speaking at regional, chapter, and other early childhood
events.
h. Regular NEWS articles are printed giving membership
statistics and encouraging the membership to recruit
new members.
2. Renewal of continuing members:
a. With the rolling membership year, renewal notices
are sent by NAEYC according to individual renewal timelines.
b. Non- renewing members will be identified through
NAEYC's Internet database and MnAEYC will send reminders
on a quarterly basis to those members (January, March,
June and September)
3. Enhancement of membership
a. A membership directory is printed every other (even)
year and offered to the membership for a fee.
b. The membership committee is available to assist
in hosting membership
events in areas where there are no active chapters-.
ARTICLE IV.
GOVERNING BOARD
POLICY 1: Duties of the Governing Board
a. The Governing Board shall be responsible for recommending
action and disseminating pertinent information about
the affairs of the association to the total membership.
b. The Governing Board shall be responsible for effective
functioning of the association between annual business
meetings.
c. The Governing Board will be responsible for attending
all MnAEYC Board meetings.
d. Any board members unable to fulfill their duties
and responsibilities will be expected to resign.
e. The Governing Board shall be responsible for employing
staff as necessary to carry out the functions of the
organization.
f. The Governing Board shall annually review the Strategic
Direction Plan of the association and will develop action
steps to meet that plan.
g. Yearly, the Governing Board shall hold an organizational
session(s) at which time it shall assign and approve
the responsibilities of each Director, as deemed necessary
for the successful implementation of the Strategic Direction
Plan.
ARTICLE V
OFFICERS AND DIRECTORS
DUTIES OF OFFICERS
a. Duties of the President
1. The President shall preside at all meetings of the
Governing Board, the Executive Board Committee and the
membership, and shall have general responsibility for
the affairs of the association.
2. The President shall work with the Executive Board
to create an agenda prior to each meeting. An agenda
will be provided to the Governing Board at least one
week in advance.
3. The President shall be an ex-officio member of all
committees.
4. The President shall annually present a written progress
report of the year's activities to the membership.
5. The President shall assure that the association
is duly represented in other community groups.
6. Budget permitting, the President shall serve as
a delegate at the NAEYC, Midwest AEYC conventions and
at the NAEYC Leadership Summit at the expense of MnAEYC
7. The President shall contribute bi-monthly articles
for NEWS.
8. The President shall work closely with MnAEYC Executive
Director.
9. The President shall serve as Chair of the Personnel
Committee and implement the personnel policies as related
to the Executive Director
10. The President shall perform such other duties as
may be required for the functioning of the association.
b. Duties of the President-Elect
1. The President-Elect shall support the President
in the performance of duties,
and at the request of the President or in absence of
the President shall preside at meetings.
2. In the event that the President shall be unable
to serve, the President-Elect shall succeed to that
position until her/his own term as President.
3. The President-Elect shall serve as a member of,
and attend all MnAEYC Executive Committee meetings.
4. The President-Elect shall serve as chair of the
membership committee.
5. The President -Elect shall attend all MnAEYC Board
meetings.
6. Budget permitting, the President-Elect shall serve
as a delegate at the NAEYC Leadership Summit at the
expense of MnAEYC.
7. The President-Elect shall perform such other duties
as the President may prescribe in keeping with this
office.
Duties of the Past President
The Past President shall support the President in
the performance of duties
2. The Past President shall serve on the Personnel
Committee.
3. The Past President shall serve as a member of and
attend all MnAEYC Executive Committee meetings.
4. The Past President shall oversee the formation and
be a member of the Nominations and Elections committee.
5. The Past President shall attend all MnAEYC Board
meetings.
6. The Past President shall give a year-end summary
of the association’s progress at the annual meeting.
d. Duties of the Secretary
1. The Secretary shall keep an accurate record of the
proceedings and business transactions of all Governing
Board and Executive Board meetings.
2. The Secretary shall be responsible for submitting
minutes to the office within 15 working days after the
association's meetings for editing and distribution.
3. The Secretary shall serve as a member of and attend
all MnAEYC Executive Board Committee Meetings.
4. The Secretary shall serve as Parliamentarian.
5. The Secretary shall attend all MnAEYC Board meetings.
6. The Secretary shall keep an attendance record of
Governing Board members and be responsible for board
records, other than financial.
7. The Secretary shall be responsible for presenting
minutes at the Business meetings and the Executive Board
meetings, making necessary corrections, signing off
on approved minutes, and assuring minutes are accurately
filed at the association's office.
8. The Secretary shall perform such other duties as
the President may prescribe in keeping with this office.
f. Duties of the Treasurer
1. The Treasurer shall oversee an accurate record of
all funds received and disbursed, and shall render a
statement on the financial status of the association
at each meeting of the Governing Board.
2. The Treasurer shall review the annual audit with
the Executive Director and report the findings of the
audit to the Governing Board.
3. The Treasurer shall serve as a member of, and attend
all, MnAEYC Executive Committee meetings.
4. Within one month after leaving office, the Treasurer
shall bring all financial records up to date and shall
deliver them to the successor.
5. The Treasurer shall attend all MnAEYC Board meetings.
6. The Treasurer shall oversee and with the Executive
Director secure a fidelity bond executed by a responsible
corporate surety indemnifying the association and the
association shall pay the cost of such a bond.
7. The Treasurer shall serve as chairperson of the
finance committee, and, in cooperation with that committee,
prepare a proposed annual budget for the Governing Board
one month prior to the beginning of the fiscal year.
8. The Treasurer shall prepare an annual written financial
report to present to membership at the annual conference.
9. The Treasurer shall perform such other duties as
the President may prescribe in keeping with this office.
10. The Treasurer shall chair the finance committee.
DUTIES OF REGIONAL DIRECTORS
a. Purpose of Regional Directors:
1. To be a liaison between the MnAEYC Board and the
members in the represented region.
2. To support and promote the Board's programs and
initiatives.
3. To be an advocate for MnAEYC by recruiting members
and by reading and promoting NEWS, VIEWS, and NAEYC
materials.
b. Duties of Regional Directors:
1. Each director shall regularly attend Board meetings
and other meetings of the association. Three total absences
from business meetings during a twelve-month period
will constitute resignation. Excused absences may be
permitted at the discretion of the President.
2. Directors shall serve by appointment of the Governing
Board as liaisons to local chapters.
3. Each director shall be responsible for supervision
and coordination of committees and task forces as assigned
by the Governing Board.
4. Directors may also be responsible for other tasks
as assigned by the Governing Board.
c. Responsibilities of Regional Directors:
1. Attend all Board meetings. Directors who are unable
to attend board meetings need to call the MnAEYC office
or president in advance of the meeting. Directors who
are absent from three or more meetings are expected
to resign from the board.
2. Prepare for Board meetings. This involves reading
minutes, committee reports, and other materials that
are mailed in advance of the Board meetings.
3. Gather and share information. Directors should inform
other Board members of activities, events, legislation,
new programs and initiatives, etc., that are happening
in their region or area.
4. Be involved in Board activities/committees.
§ Directors should be minimally involved in one
Board activity or serve on one committee each year.
§ It is strongly recommended that members serve
on a committee their first year on the Board and chair
a committee the second year.
§ Board Committees and many Board activities will
normally be conducted outside the organization's Business.
5. Contribute to MnAEYC publications. Directors should
check the NEWS calendar regularly to see if and when
they are expected to contribute an update pertaining
to their committee work. (This is especially true for
directors who char the Awards and Recognition Committee
and the Nominations and Elections Committee.) In additions,
directors should call the editors of NEWS and VIEWS
if they have ideas for articles or if they know of a
person in their region who would be willing to write
an article. Directors are strongly encouraged to write
articles for both publications.
6. Attend conferences, programs, and workshops of the
association.
• Directors should attend all conferences, programs,
and workshops sponsored
by MnAEYC and assist where needed.
• At the fall conference, directors are expected
to attend the annual business meeting and
i. To assist with set up prior to the conference, or
ii. To assist at the registration desk, or
iii. Supervise the MnAEYC exhibit booth.
iv. Board members are also strongly encouraged to
attend the membership reception
7. Recruit workshop presenters. Call MnAEYC members,
colleagues, or other contacts and ask them to submit
workshop proposals for the MnAEYC fall conference. Consult
with the fall conference program chair at the end of
May to see how the program is shaping up and if help
is needed to fill any gaps in the program.
8. Promote Week of the Young Child (WOYC). Share any
knowledge you have about newsworthy WOYC activities
with the MnAEYC office staff. Supply the office staff
with the names of newspaper/radio contacts or early
childhood groups that should receive press releases
about WOYC.
9. Chapter Liaison. Make one phone call to — or
set up one personal contact
with — the chapters in the represented region
each year. Encourage chapters to promote WOYC; to solicit
nominations for MnAEYC officer/director positions; and
to solicit nominations for the Distinguished Service,
Evelyn House, and Regional Service Awards.
ARTICLE VI
MEETINGS
POLICY 1: Any member of the association may bring matters
to the attention of the board at any time. A member
offering a proposal shall be informed of board action.
a. Schedule six business meetings for the year, with
the meetings at the fall conference and the annual retreat
considered as "extras."
b. Reserve a three-hour time frame for meetings with
the option of increasing or decreasing this time.
c. Written reports from committees should be submitted
to the office one week before the Board's Business meeting
and will be sent with the Business meeting's agenda.
d. Written reports/communication will be mailed to
members for prior review. It will be assumed that members
will come prepared and aware of reports.
ARTICLE VII
NOMINATIONS AND ELECTIONS
POLICY 1: The nominations committee shall consist of
five members: a past President, and four other members,
two of whom shall be past or current Governing Board
members. No member of the nominations committee shall
be nominated for office. The nominations committee shall
be fully appointed by September 30th of each year. POLICY
2: MnAEYC's Past President shall oversee the formation
of the nominations committee. POLICY 3: Nomination Procedures
a. Nominations shall be opened at the fall conference
and announced by the President -Elect. Notice of procedures
and time schedule shall be distributed at the fall conference
and also through the summer issue of NEWS (to be published
prior to the fall conference), and then again in subsequent
issues.
b. Any member of the association may submit his/her
name or the name of any current MnAEYC member (provided
that the prospective nominee has been a member of MnAEYC
or NAEYC for at least a full year) for consideration
for nomination by notifying any member of the nominations
committee in writing or up until December 31.
c. The nominations committee will meet by January 15
to review prospective candidates and to select one or
more candidates for each elective position. Each selected
or petitioned nominee shall consent to serve and submit
the following information to the committee before his/her
name is placed on the ballot:
*In your opinion, what should MnAEYC's goals be for
the next 3 years?
*What specific skills and experience would you bring
to the position?
d. Candidates who nominate themselves, but who are
not selected for the official slate of the nominations
committee, shall receive a letter acknowledging their
nomination and a copy of the to become involved with
the association on the committee of their interest.
e. On or before February 15, the nominations committee
shall mail a report of its proposed election slate to
the membership. The report may be mailed third-class
mail.
f. Additionally, any MnAEYC member, with his/her written
consent may be automatically nominated to appear on
the ballot by a petition containing the names of 12
current members. Such a petition may be submitted to
the nominations committee any time between the fall
conference and March 15 of that election year, in order
to appear on the ballot.
Policy 3: The nominations committee shall complete
election procedures. These procedures shall include:
a. Mailing the official ballot to each member of the
association. Ballots shall contain appropriate information
about each candidate to provide a basis for informed
voting.
b. Ballots shall not be signed.
c. Votes shall be tallied on the first working day
of May.
d. Election for each office shall be by a plurality
of the votes cast.
e. The election results shall be reported immediately
to the governing board and to all candidates. The membership
at large shall be informed through the following issue
of NEWS.
f. In the event of a tie, the Executive Committee will
decide by vote at its earliest convenience which candidate
is to be elected.
g. The nominations committee shall facilitate the involvement
of persons nominating themselves but not selected for
the official slate or persons nominated but not elected
to become involved with the association on the committee
of their interest.
ARTICLE VIII.
CHAPTERS
POLICY 1: Applications for chapters must be completed
and approved according to the following procedure:
a. Local groups send a letter of intent concerning establishment
of a local chapter.
b. Upon receipt of the letter, the MnAEYC office will
send the group the following:
•an application form
•MnAEYC bylaws and policies
•Chapter bylaws model
•MnAEYC Code of Ethics
•MnAEYC Mission Statement
•Other pertinent information
c. Completed applications, including bylaws, shall
be returned to the MnAEYC office for board approval
at the next regularly scheduled board meeting.
d. Chapter titles shall include the words "Association
for the Education of Young Children." Waivers are
possible if requested in writing with the application
form.
POLICY 2:
a. A list of goals and programs for the year shall be
submitted to the MnAEYC office by October 31 of each
year.
b. The MnAEYC Executive Director shall send each Chapter
President the appropriate forms and a reminder of the
due dates for the goals and programs by September 1
each year.
c. Chapters shall complete the following forms and
return them to the MnAEYC office by October 31:
§ an annual chapter agreement form,
§ an annual chapter renewal form
§ a list of current officers' names, addresses
and, telephone numbers
§ a membership list designating chapter members
who are MnAEYC members
d. Chapters shall support the goals and objectives
of MnAEYC; to submit chapter updates to NEWS; to support
the annual conference to any extent possible; and to
promote the Week of the Young Child.
e. MnAEYC recommends that chapters follow the same
officer nomination and election time frame as the state
association.
f. Chapters that do not renew their membership with
MnAEYC will no longer be allowed to use the AEYC name
or be affiliated with the state or national association.
They will also be removed from the MnAEYC mailing list
and list of current chapters.
POLICY 3:
a. MnAEYC shall mail public policy alerts and other
pertinent information to Chapter Presidents.
b. MnAEYC may provide a workshop yearly in each region
coordinated by the regional director with chapter assistance.
c. MnAEYC may provide a workshop presenter at chapter
and regional conferences.
d. MnAEYC may provide a yearly visit to each chapter
by the regional director or designee.
e. MnAEYC shall provide a meal at the fall conference
for chapter presidents or their representatives if budget
allows.
f. MnAEYC may provide initial start-up funds not to
exceed $250 upon receipt of a narrative proposal from
a group declaring its intention to become a MnAEYC chapter
if budget allows.
§ Grants may be used for postage, honorarium,
travel, copying, office supplies, or other expenses
appropriate to establishing a strong chapter.
§ Grants applications are subject to Governing
Board approval and budget restraints.
§ The recipient shall submit a report of all expenditures
within one year of grant approval. Funds not used during
this time shall be returned to MnAEYC.
g. MnAEYC shall provide technical assistance to chapters
upon specific request.
h. MnAEYC will publish information and updates about
chapter activities in the bi-monthly newsletter, NEWS.
ARTICLE IX
FINANCE
POLICY 1: The Governing Board shall adopt the association
budget by the beginning of the fiscal year.
POLICY 2: A reduced membership fee shall be established
for members who are engaged in full term coursework
in child development or a related field.
ARTICLE X.
COMMITTEES
POLICY 1: There shall be a minimum of the following
standing committees, each accountable to a director
of the Governing Board. Standing committees are defined
as those committees charged with conducting the business
of the organization:
§ Nominations and Elections - Past President oversees
§ Publications - a member of the Governing Board
§ Personnel - President, Chair and the Executive
Board – other members as appointed by President.
§ Membership- President-Elect, Chair
§ Awards and Recognition - a member of the Governing
Board
§ Finance Committee – Treasurer, Chair
§ Conference – Chair is elected
POLICY 2: The following committees may be renewed annually
as needed by the President in collaboration with the
Governing Board.
§ Week of the Young Child
§ Accreditation
§ Professional Development
§ Diversity
§ Chapter Development
§ Educational Outreach
POLICY 3: All committees will submit a written report
of their progress and activities to the office at least
one week before the Governing Board's Business meeting.
These reports will be distributed with the agenda.
a. Each committee chair will keep a notebook of these
reports, requests, and documentation of progress.
b. Each committee chair will be responsible to pass
these notebooks on to their successor
POLICY 4: The Awards and Recognitions Committee shall
oversee the following annual honors:
The Evelyn House Award
The Regional Service Award
The Distinguished Service Award
ARTICLE XI.
PUBLIC POSITION STATEMENTS OF THE ASSOCIATION
[No policies coincide with this article in the bylaws.]
ARTICLE XII.
AMENDMENTS TO THE BYLAWS
(No policies coincide with this article in the bylaws)
ARTICLE XIII
DISSOLUTION
[No policies coincide with this article in the bylaws.]
*
Submitted by Policies and Procedures
Revisions Committee
Peggy Beck
Sandy Heidemann
Maggie Vyskocil
Lisa Caya
November 3, 2000
Approved by Governing Board – 2000-2001
November 3, 2000
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