Board Management follows the portfolios and ethics, for the Board’s work is indeed driven by the portfolios and ethics.
State Board Meetings
Insurance
The League has an insurance policy which covers general liability, theft and fire. In addition, the League holds a fidelity bond policy to cover the treasurer and office secretary. A liability policy covering activities of League and LLs is carried and a premium is paid jointly by LWVMD and participating LLs on a per member basis.
Mailings to LL Presidents
LLPs receive Board minutes, agendas, copies of testimony, publications, all materials produced by MVEF, the State Board Letter and the Report from State Circle.
Reimbursements
Board members are eligible for reimbursement for mileage, (amount per mile to be determined annually by the Board) tolls and parking fees, long-distance phone calls, supplies and postage, costs of approved meetings and conferences appropriate to their portfolios, and expenses for delegates attending LWVUS Convention and Council. Bills should be submitted promptly with vouchers, indicating the budget category to be charged. Board members not wishing to be reimbursed should indicate that on the voucher.
Board members should be aware of the amount budgeted for their portfolios. Recommendations for changes in amounts should be made to the budget committee during budget formulation. Expenditures for amounts not included in the budget should be discussed with the Board.
A majority vote of the full Board at a regular or special Board meeting, or canvassed by the President or Vice President, is needed to approve payment of an expense over $250 for a non-budget line item; or $50 or 25% (whichever is less) over budget for a budgeted item. Any expenditure offset by an equal or larger contribution by the Board members to the LWVMD or MVEF is exempt from this restriction.
The LWVMD sponsors annual events which are usually scheduled at the first Board meeting following State Convention or Council. The Arrangements Chair is charged with finding locations for the events and enlisting others to help operate them. Special occasions with logistical requirements also fall to the Arrangements Chair.
Because the LWVMD attempts to spread certain events throughout the State, LLs are asked to identify suitable locations, furnish staff to run an event and arrange refreshments, all in collaboration with the Arrangements Chair.
Notices to LLs should be in the hands of LLPs and LL newsletter editors at least six weeks before the event via the State Board Letter. The notice should clearly explain the scheduled event, state the charge as set by the Board, provide clear directions to get there, and specify the deadline for registration.
The LWVMD office manager compiles a list of those attending all events. The list includes the participant’s name and address, telephone/fax numbers, and if paid. The list is provided to the Arrangements Chair and then to the registrar for each event. Registrars are expected to check off participants and collect fees from those who have not paid and from walk-ins.
All expenses and reimbursements for events are paid by the LWVMD Treasurer.
Workshops
The Arrangements Chair works with a LL to identify a suitable location for the workshops. The LL provides hostesses, registrars and helpers as needed, who may set up rooms for workshops, prepare agreed-upon refreshments (which may include a coffee and snack upon arrival) and luncheon. Church groups are a good source for catering workshops. The LL also supervises cleanup if necessary.
The LL’s manager for the workshop should inspect the premises as soon as the location is determined. This enables her to give clear directions to the state Arrangements Chair as well as tell her the number of signs needed, etc. She will be able to see if registration tables or other equipment are needed. The registrar will have to stay at her/his post throughout much of the time, and cannot expect to attend any appreciable portion of the morning workshop.
On the day of the workshop, the local chairman and entire crew should be on the premises at least half an hour before registration begins. Signs should be posted outside to direct people to the correct entrance for registration. There should be a sign, clearly visible, to indicate where people register for which workshop. Another sign should go on the door or the area where the workshop will be held.
Cancellation Due to Weather -- When schools are closed in the area where the workshop is scheduled because of inclement weather, the workshop will be rescheduled to the snow date indicated on the
League calendar This information will be on the flyer. In case of a weekend workshop, the decision to cancel will be made by the President in consultation with the Executive Board. The Board will inform LL presidents and other participants by phone when a cancellation is necessary.
State Convention
The League holds its Convention biannually in odd-numbered years. Convention dates are set early and the Arrangements Chair secures a location. LWVMD Conventions are generally staged at universities and colleges throughout the State. Traditionally, convention started on a Thursday and ends after Saturday luncheon (Friday through Sunday in 2003). Efforts are made to move the convention to different regions. The LLs near the location are enlisted to host the event, including staffing registration, door-keeping during plenary sessions and arranging tours for participants. The Arrangements Chair works with the facility to contract for meals, rooms for delegates, plenary sessions, caucuses etc. These items determine the cost basis for the convention.
State Council
Council takes place in even-numbered years when the LWVMD has no Convention. It is a one-day event. The Arrangements Chair must find a location, preferably fairly central. The LL(s) closest to the site of the Council assist the Arrangements Chair with registration, provide morning coffee and snacks, and arrange lunch. The LL also enlists members to set up the facility, obtain equipment if needed, and to clean up after the meeting.
Legislative Day
This event takes place in Annapolis in February or March. The League often coordinates Legislative Day with other groups but is the primary organizer. Legislative Day traditionally includes a briefing on the budget, background on League priorities, an address by a State official, and opportunities to meet with legislators and attend hearings. The Arrangements Chair finds a location and contracts for all the activities connected with Legislative Day. Luncheon at an Annapolis facility near the Legislative complex is traditional.
Lobbying Course
Usually scheduled on a Saturday in November before Thanksgiving, the Lobbying Course takes place in the Maryland Legislative Services Building and in hearing rooms in the Maryland House of Delegates. Introductory and advanced workshops are offered with presentations by legislators and experienced lobbyists. An optional box lunch is arranged, and generally coffee and snack during registration at the cafeteria is included with the registration fee. The arrangements chair contacts the manager of the House Office Building, the staff person in charge of use of the Joint Hearing Room where the keynote speaker addresses the group, and also arranges food service with cafeteria management or an outside caterer.
Board members may not accept stipends or grants for League projects while sitting on the policy-making Board that is responsible for administering the grant.
Board members will receive no financial compensation for League work except reimbursement for authorized expenses for out-of-pocket costs. A detailed project proposal should be drawn up for consideration by the Board. No grants or projects will be entered into without approval of the Board or the trustees of the MVEF. If appropriate, the Board will appoint a project director, determine if compensation will be paid and set up committees. The President and treasurer will sign all contracts. Unless a project treasurer is considered necessary, the League treasurer will handle all funds, paying bills, and keeping records.The project director will oversee the project and report to the Board. A Board committee may be set up if necessary.Grant or contract funds or contributions for a specific project to be conducted over an extended period (not short-term, one-shot projects) will be placed in a "restricted" account on the Treasurer’s books and disbursed in accordance with the project budget. Overhead costs included in the project budget will be disbursed to the MVEF or the League, as appropriate.A final report of the project will be prepared by the project director for approval and evaluation by the Board. If a report is required by the contracting agency outside of the LWVMD, it will be submitted to the Board before it is sent to the agency.Flexibility and adaptability are important. Consider the circumstances relating to the particular LL. What is considered to be standard operating procedure in one LL may be impossible or unnecessary in another. Refrain from saying "In my League ...”.
It is unwise to attend too many meetings. Too frequent visits may foster too much dependence on the consultant or be a source of annoyance if the LL feels the consultant is watching its every move.Stress the importance of a strong, cohesive statewide League. Try to de-emphasize the "we-they" syndrome (we the LL, they the Board or vise versa).
A letter, email or call to the Field Support Director should follow a visit. Reports of specific problems or strengths of your assigned LL are very helpful. State workshops are frequently based on needs of LLs.Consider writing a note after a visit to the LL. It gives you the chance to reinforce suggestions, or it might provide an opportunity to mention ideas about how to improve or change procedures rather than appear critical or "pushy" at the visit.MAL Units are assigned an advisor who has additional duties and helps guide them to achieve LL status.
The LWVMD and MVEF engage in fundraising at the state level, soliciting contributions primarily from businesses, corporations and organizations that operate throughout the state, foundations and individuals (including members of the League). Activity is under the general direction of the finance committee chairman.
In approaching contributors the following factors are assessed:The LL will be notified of LWVMDs intention to solicit a contributor in its area. If the contributor to be approached is already giving at the local level, the LWVMD will not solicit without agreement by the LLP. Nothing in this policy prohibits LLs from continuing local fundraising drives soliciting funds from local businesses and corporations for that LL only. The LWVMD should be notified to avoid duplications.
Allocation Formula
New contributions: 10% of the contributions go to the LL if it supplies the name of the potential contributor and provides one person to serve on the team making a solicitation call. Plans for approaching the contributor and follow-up solicitation will be the responsibility of the LWVMD.5% go to the LL where the LWVMD initiates the contact, follows through on the solicitation and produces a contribution. (I.e., When the contribution was developed entirely by state initiative.)Increase over present contributions: 20% of additional contributions go to the LLs where the LWVMD succeeds in securing a larger contribution from an "old" contributor unless specified differently by the contributor. If more than one LL is involved, the percentage going to LLs will be determined or negotiated at the time the contribution is received. The LL is guaranteed to receive no less an amount than it received from that contributor in the preceding year providing that the contribution received is not less than that amount received in the preceding year.