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Policies & Procedures

Alaska League of Women Voters:   Policies & Procedures

LWVAK Board Policies and Procedures should be reviewed and updated periodically.

RECORDS AND FILES

  1.  The board authorized two signatures, only one of which is needed per check.
  2. The president’s file is the permanent file for the state League; board members choose important correspondence and reports to be included in the historical file at their discretion.
  3. LWVAK materials, including study materials, publications, action histories, and litigation files, will be placed in the University of Alaska Library archives by the president or designee. The president may elect to retain in the president’s file (to be passed on to the succeeding president): minutes, VOTERs, and board reports.
  4. Each portfolio holder should maintain current files with information on significant things that happened, basic resources, proved procedures, etc., to be passed on to new board members.
  5. The state board treasurer is charged with the duty of keeping a current state mailing and membership list.
  6. The state League mailing list will not be released to any other person or group, public or private, without state board approval.

BOARD MEETINGS AND CONVENTION

 

  1. One board meeting a year will be held in the capital city during the legislative session.
  2. Before each board meeting, chairpersons will prepare a brief report on their portfolios for the board’s information.
  3. Sufficient time will be allowed a Convention to include at least one workshop.
  4. The state board and local boards share responsibility for arrangements for Convention. If this activity causes a deficit to the hosting local League which is not covered by registration fees, LWVAK will make up the difference. Conversely, if registration fees  are in excess of expenses incurred by the hosting local League, the excess monies go into the LWVAK treasury.
  5. As an expenditure control measure, housing at board meetings and Convention for League members from out of town is usually provided in private homes of League members in the host city. Any hotel expense incurred by a member who chooses to stay in a hotel rather then accept lodging in a private home will be borne by the member individually. Nominees shall be informed of this policy prior to their acceptance of a position on the board.
  6. Reimbursement for expense of board members and nominees:
    1. Travel Expense. Actual air fare and ground travel expenses shall be reimbursed as supported by receipts. Personal auto travel shall be reimbursed at the current IRS rate per vehicle.
    2. Lodging Expense. Whenever a state board member is required or authorized by the state board to attend a League function away from her/his home city, and housing in a League members’ home is unavailable to her/him, the League of Women Voters of Alaska will reimburse her/his actual lodging expenses (as supported by receipts) up to a ceiling amount per night adopted at Convention in the process of adopting or revising the budget.
    3. Meal Expenses. State board members will be reimbursed for their actual expenses for meals (as supported by receipts) while performing state board functions, up to a ceiling amount per day adopted at Convention in the process of adopting or revising the budget.
  7. In lieu of travel equalization, travel assistance will be provided to local Leagues that may be in need of such through a scholarship program funded in part by the registration fee for annual convention. 

    STATE AND LOCAL LEAGUE RELATIONS

     

    1. State board members are expected to attend local board and unit meetings; and local League presidents are encouraged to attend state board meetings, especially those which occur in their vicinity.
    2. Minutes of state board meetings will be sent to state board members, local League presidents, and off-board chairpersons in draft form, and to the state board president, secretary, and persons designated by LWVUS in final form.
    3. Field service will be provided to local Leagues by a state League representative.
    4. Whenever possible, local League members with particular expertise should be asked to represent LWVAK at conferences, workshops, seminars, etc. Local Leagues should be asked to recommend members to participate.
    5. After Convention, each new state board must discuss a procedure to insure effective state board/local League communication.
    6. When state and local Leagues work together to implement contracts that have been obtained and coordinated by the state League, ordinarily the income obtained from this activity will be divided 50% to state and 50% among those local Leagues who participated in the work (with the 50% allocation among local Leagues to be awarded among the various local Leagues in some proportion reasonably related to a measure of their relative levels of participation). However, the state board may depart from this 50/50 split rule for projects where the division of the entire work load makes a different split more equitable (the entire work load being considered as including not only the implementation of the contract, but also obtaining and designing the contract/project). 

    MEMBERS-AT-LARGE

    1. The state treasurer shall send the names and addresses of members-at-large to the local League nearest them for inclusion on their mailing list.
    2. The state treasurer is responsible for collection of dues from members-at-large by September 15 each year. Dues for members-at-large will be prorated for the second year so all members-at-large dues will be due at the same time.

    BUDGET, FINANCE

     

    1. Donations by local Leagues of money or in-kind services are not deductible form the amount pledged in support of LWVAK.
    2. The state board member responsible for a special project requiring a fund-raising effort should write the initial contact letters, with the notification and approval of the president; a local member may do the follow-up.
    3. A list of how and where money is raised, and for what projects, should b maintained in the finance development file. 

    PUBLICATIONS

     

    1. Publication donations guidelines adopted.
    2. Any materials produced by LWVAK should be identified “League of Women Voters of Alaska” and not “League of Women Voters” and must be dated. 

    VOTER SERVICE, CITIZEN INFORMATION

     

    1. Local Leagues may handle all types of Voter Service work on candidates for state office, but are requested to coordinate requests of Congressional and statewide candidates with the state board.
    2. The state League’s Voter Service activities should focus on areas where there are no local Leagues. Direction should be given to local Leagues VS chair, and information and materials might be sent to local Leagues for distribution. 

    PROGRAM MANAGMENT

     

    1. Each board member will review publications pertinent to her or his portfolio and take any action deemed necessary.
    2. The entire board, and not just portfolio holders, is responsible for carrying out state studies and action. State board members are ex-officio member of any local committee conduction a state study.  
    3. League representatives on various task forces, boards, commissions, etc., should be briefed thoroughly on or positions by the portfolio holder and/or the president.  
    4. Policy on non-priority projects adopted.  
    5. Guidelines for entering into contracts adopted.  
    6. Local Leagues must keep the applicable state board portfolio holder informed about local League activities which have statewide impact.  
    7. State board will not recommend a program item unless local League has identified a chairperson and the scope of the proposal is limited to a one-year time frame. 
    8. Procedures and concurrence with local League positions adopted. 
    9. Procedures on updating LWVAK positions adopted. 

    ACTION

    1. Guidelines for action at the state level by local Leagues under local positions adopted.
    2. Local League action which has effects outside their own governmental jurisdiction must be cleared with the state or national boards.

    POLITICAL ACTIVITY

     

    1. While it is desirable to have League board members who are politically active, it is important to sustain the League’s nonpartisan image.
    2. ELECTED OFFICE – The president shall not run for any elective office. Board members shall not run for local school board or higher local or state elective office.  
    3. POLITICAL PARTY OFFICE – Board members shall not serve in any official position in any political party. 
    4. CAMPAIGN CONTRIBUTIONS – Board members may attend fundraising evens and make campaign contributions.  
    5. POLITICAL CAMPAIGNS – Board members shall not chair or administer fundraising or political campaigns, chair a campaign event, or work in a significant way in the campaign of a candidate for national, state or local office.  
    6. ADDITIONAL CLARIFICATION – Board members shall present questions about specific situations to the state board where the foregoing policies do not resolve the question. Board members not in compliance with these policies shall resign from the board.

    CONFLICT OF INTEREST POLICY

     

    1. SECURING APPOINTMENTS – The board may encourage and assist League member to secure appointments to government boards, commissions, and committees. Unless clearly designated, appointees are not official representatives of the League.
    2. SERVING ON BOARDS – Board members may serve on other boards. However, if a serious conflict arises between the tow entities, it should be brought to the attention of the League board. Board members should inform the LWVAK board prior to accepting major responsibilities on other boards.  
    3. LOBBYING – Board members shall not lobby for a position in opposition to or in conflict with the LWVUS or a LWVAK position, except that the board members haave the right as individuals to lobby their own members of Congress or the Legislature on any side of any issue. In doing so, they must make it clear that they are not representing the League.  
    4. EMPLOYMENT – If a conflict of interest problem arises from employment, it should be brought to the attention of the board.  
    5. Portfolio assignments must be made with discretion, considering any evidence of conflict of interest.

    NATIONAL COUNCIL AND CONVENTION

     

    1. Funds should be included in the budget for three delegates to national Convention and two delegates to national Council.
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