C A S C A P Board of Directors
Policies and
Procedures Manual
The California Alliance Concerned with School Age Parenting and Pregnancy Prevention (CACSAP) Board of Directors is a volunteer, working board designated to govern the property, business and affairs of the organization. Any person or organization that officially represents CACSAP must have prior Board approval. CACSAP is not to be used for individual promotion or profit.
The members of the Board of Directors are to uphold the by-laws, purpose and objectives of the organization when representing CACSAP. Board members must promote a positive public image for the organization and encourage membership in CACSAP to other individuals and organizations.
Each Board member is expected to maintain continuous membership in the organization and to make a commitment to fulfill the term and responsibilities of his or her position. The term of office for each position is for three years with the exception of the President-Elect, which is for one year, and the President, which is a two-year term of office for a total of three years. The term of office starts at the annual Board meeting held at the annual conference.
Every member of the Board of Directors will assume at least one of the following duties:
· Officer
· Committee Chair
· Committee Member
· “Special Assignments” as they arise
The Operating Procedures of the CACSAP Board of Directors are determined by a majority vote of the Board and may be changed by that Board, as needed, at any time unless such changes violate the current bylaws. These procedures include, but are not limited to, information on:
Board Meetings, agenda development, travel and lodging arrangements, additional attendees; Public Affairs and Relations Policies; Membership Policies; Mailing List Procedures; Stationery; Financial Policies; Awards and Gifts; Newsletter Policies; Web Site policies; Annual Conference Procedures; expectations and responsibilities of Director of Regionalization, Regional Coordinators, County Representatives, State Agency Liaisons, Executive Director, and Conference Planner.
Board Members are expected to attend and participate in all regular and special Board Meetings. A Board Member is subject to removal from office if three consecutive Board meetings are missed, with the annual retreat counted as two meetings, as directed by the Executive Board. Dates for the regular meetings will be set at the first meeting of the year. The first meeting in January will be a weekend retreat. The General Membership meeting shall be held in conjunction with the annual conference. The conference committee will select the day and time.
The Executive Board will meet as necessary, but not fewer than four times per year. The Executive Board consists of the President, President/Elect, Secretary/Treasurer, Director of Communications, Director of Public Policy and Director of Regionalization. The Executive Director will attend the Executive Board Meetings. State Liaisons may attend at their own expense.
The Executive Board, Board Members and Liaisons are expected to notify the Executive Director and/or President of any meetings they are unable to attend at least three days prior to board meetings. The Executive Director will send meeting materials to those unable to attend within two weeks after the board meeting.
Business requiring Board
action that occurs between regularly scheduled meetings will be addressed via
e-mail votes. The President will send
e-mail messages to the Board with information on the issue that needs immediate
attention. Motions on items needing a
Board vote should be submitted to the President. A date and time of response
will be given. No response will be
counted as support for the issue.
Agenda:
Board members are asked to forward agenda items to the Board President at least three weeks prior to the meeting. The Board President shall confer with the Executive Director and finalize the agenda, which shall be mailed out or electronically transmitted two weeks prior to the meeting.
The Secretary/Treasurer or designee shall take minutes at each meeting. The Secretary/Treasurer shall submit the minutes to the Board President for approval, one week after the meeting. After approval by the Board President, the minutes shall be distributed to the full Board and State liaisons within three weeks after each meeting.
Travel and Lodging Arrangements:
Board members are expected to make their own travel and lodging arrangements at their own expense and to inform the Executive Director of specific details (mode of transportation, arrival and departure time) at least two weeks prior to the meeting, unless group accommodations have been arranged.
Reasonable expenses incurred by Board members and Regional Coordinators for CACSAP business, such as postage, phone/fax, copying, and similar local meeting expenses (mileage reimbursed @ state rate) shall be reimbursed ONLY IF APPROVED BEFOREHAND. Expense reimbursement requests must be submitted to the Executive Director or the Secretary/Treasurer with original receipts.
Attendance at Board Meetings
State Liaisons are invited to attend all board meetings at their own expense. However, liaisons may be reimbursed for some expenses at the discretion of the Executive Board.
CACSAP Members and Visitors
Board meetings are open to any CACSAP member or visitor who wishes to attend at their own expense. Voting is limited to Board Members.
Board members are expected to serve the organization
as a whole rather than any special interest group or constituency. Members should avoid even the appearance of a
conflict of interest that might embarrass the board or the organization, and
disclose any possible conflicts to the board in a timely fashion.
Board members must
maintain independence and objectivity and do what a sense of fairness, ethics,
and personal integrity dictate even though not necessarily obliged to do so by
law, regulation, or custom.
Board members must not
accept (or offer) personal favors or gifts from (or to) anyone who does
business with the organization.
Participation as a CACSAP representative on relevant community task forces, coalitions, state advisory committees, and other public activities in which a Board member will represent the views of CACSAP requires Executive Board approval or appointment.
The President and Director of Public Policy have the authority to act on behalf of CACSAP on legislative issues with the understanding either would advise the CACSAP Board on issues they deem sensitive.
The Director of Public Policy will present to the Executive Board relevant policy and legislative issues that are recommended for CACSAP to support, watch or oppose. Upon approval by the Executive Board, the Director of Public Policy and/or Executive Director will be authorized to draft and distribute letters explaining CACSAP’s position. Prior to distribution, the Board President will approve all position letters.
The Director of Public Policy is responsible for providing regular updates on policy and legislative issues, for CACSAP publications, including the newsletter. When changes occur on Legislation on the watch list, the Director of Public Policy will e-mail the update to the Board. The Board will be asked to respond by a specific date and time. No response will be counted as support for the issue.
The Director of Public Policy shall oversee the public policy-related information that is posted on the CACSAP web page.
Membership in CACSAP is available to any individual or organization that wishes to join. The annual membership fee is determined by the Board of Directors. The membership fee can be changed at the determination of the Executive Board, as appropriate.
It is the responsibility of the Executive Director/Director of Membership to send all new members a welcome letter from CACSAP and a members’ handbook. The Executive Director will also notify the appropriate Regional Coordinator of new members. It is also the responsibility of the Executive Director/Director of Membership to send renewal notices to encourage continuous membership.
Mailing List Procedures
The CACSAP Membership mailing list is the property of CACSAP and is not for sale and shall not be used for commercial purposes. Board Members must have approval from the Board President to use or distribute the mailing list.
The Executive Director will maintain and update the mailing list database. Board Members are encouraged to provide names and addresses of individuals and organizations to be added to the database for conferences and as potential members.
In January, the Executive Director will provide the Regional Coordinators with an updated list of members in their region. All Board Members are free to request lists or labels at any time throughout the year for CACSAP purposes.
Any correspondence on CACSAP stationery, which expresses a certain position or issue, must have prior approval of the Board President.
Legislative advocacy correspondence on CACSAP stationery is to be done only by the Director of Public Policy and Board President.
CACSAP stationery shall be utilized for all CACSAP business. Board Members may request reasonable amounts of letterhead or envelopes from the Executive Director to be used for CACSAP business.
The annual budget is voted on by Board Members at the January meeting each year. The President and Executive Director must confer with the Secretary/Treasurer for any unapproved or overspent budget items. Board Members must obtain prior written approval from the Treasurer and Board President for any non-budgeted expenses.
Board Members must submit bills to the Executive Director for the Secretary/Treasurer’s approval and reimbursement on a timely basis, utilizing approved vouchers with receipts. All Board operating expenses must be submitted within the fiscal year.
With the approval of the Executive Board, CACSAP may pay exhibit fees in order to sell CACSAP products and to publicize CACSAP conferences and workshops.
Awards & Gifts
The Awards Committee will review nominations and make recommendations to the Board. Nomination forms will be available in the winter and spring newsletters. The President-Elect chairs this committee. Nominations will be submitted to the Awards Committee by June 30th.
Selection of annual award recipients will be made at a Board meeting prior to the conference. The Executive Director will arrange for the imprinting of plaques and purchase of individual awards after receiving direction and approval from the Executive Board.
Retiring Board Members will be presented with a Certificate of Appreciation by the current Board President. The President-Elect will select and purchase an appropriate gift for outgoing Board members not to exceed $25 per person, and a gift for the outgoing President not to exceed $100.
Annual awards and gifts to retiring Board members will be presented at the CACSAP Conference.
Newsletter Policies
The Newsletter will be published quarterly. It will be distributed to all current members, and to those awarded a complimentary copy on the basis of their professional position. The Board President shall determine the distribution of complimentary copies.
A hired contractor will compile the newsletter utilizing material provided to him/her by the Director of Communications. Material must be received, by mail, fax, or e-mail, by dates established by the Director of Communications. The Director of Communications shall submit the newsletter draft to the Board President for approval prior to mailing.
All Board members are expected to provide a brief, written autobiography to be used in the newsletter. This should be mailed, faxed, e-mailed, or delivered to the Director of Communications within 30 days of the election or appointment of new Board members.
Regional Coordinators are expected to provide information on upcoming events within their regions. Coordinators are encouraged to utilize the newsletter as a means of notifying members of networking opportunities, mini-conference planning committee meetings, and other regional events.
Individuals or organizations wishing to advertise in the newsletter may do so with Executive Board approval at fees determined by the Executive Board.
The CACSAP web site shall serve as a means of promoting CACSAP as an organization, encouraging membership, and providing resources about teen parenting and pregnancy prevention.
The CACSAP web site will be updated on a regular basis with information about CACSAP’s activities, membership information, legislative priorities, and with information and research relevant to CACSAP’s mission and of interest to CACSAP’s members. The web site shall include e-mail response to contact the organization.
The Director of Communications will be responsible for maintaining the web site, either by in-house maintenance or by securing an outside contractor. The Executive Board must approve all web-site expenses over approved budgeted amount. Funds shall be budgeted on an annual basis for the maintenance and development of the CACSAP web site. The Director of Communications will determine content of the website and will coordinate with the web master or outside contractor.
The CACSAP web site shall be developed and updated with input from the Board of Directors.
Annual Conference Procedures
Conference registration fees, excluding membership, shall be at the lowest available rate for the current Board of Directors. Funds for Board Members to attend the conference will be the responsibility of the individual Board Member.
Time and space will be made available for Regional Coordinators to meet with conference attendees from their region during the conference. Regional Coordinators are expected to recruit workshop facilitators prior to the annual conference.
Executive Board members are expected to assist in pre-conference planning, including a special meeting, approximately three months prior to the conference, with the conference planner, to finalize the conference plans. This meeting may be scheduled in conjunction with a regularly scheduled Board meeting. Board members are expected to participate in on-site conference needs on an as-needed basis.
Conference Planner
The Executive Board will be responsible for the hiring of a conference planner. The Executive Director and the President shall serve as the day-to-day CACSAP Board liaisons to the conference planner.
The Executive Director and Board President will work closely with the conference planner to determine the location, theme, and budget for the CACSAP annual conference.
The conference planner shall be responsible for providing an update on the status of the conference planning, in writing, on a regular schedule agreed upon by the planner and the CACSAP Executive Board. Other responsibilities of the conference planner shall be determined by the Executive Board and will be reflected in the contract signed by the CACSAP President and/or Executive Director.
All significant costs associated with the conference shall be consistent with the contract signed by the CACSAP Board President.
An Executive Director shall be hired as an independent contractor to provide services, per agreement, to the Board and the membership. The agreement shall outline the specific duties of the Executive Director. The Executive Board shall provide oversight of the Executive Director and the agreement. The Executive Board will conduct a performance review at the end of each contract year.
The Executive Director shall have the authority to sign on behalf of the organization all routine, normal and customary correspondence.
The Executive Director shall have the authority, with the Secretary/Treasurer’s approval, to issue checks for reimbursement for budgeted, operational expenses of the organization. Non-budgeted or unusual items need approval of the Secretary/Treasurer and/or President prior to payment. The Executive Director shall provide monthly invoices and receipts to the Secretary/Treasurer for approval. Bank statements and other relevant financial documents shall also be forwarded to the Secretary/Treasurer on an ongoing basis.
The Executive Director has the authority to enter into discussions and negotiations with contractors/consultants/businesses/organizations to provide services identified by the Executive Board.
The purpose of regionalization, as it relates to CACSAP, is defined as the division of the counties of California into regions for three purposes: (1) to serve as a communication network between CACSAP members and the Board of Directors; (2) to increase membership participation in the activities of CACSAP; and (3) to encourage communication among CACSAP members and nonmembers interested in adolescent pregnancy prevention and pregnant and parenting teens on the county and regional level through county and regional activities.
The regional lines are drawn so as to follow the natural divisions of the state according to both geographical and population distribution. County lines determine the exact boundaries. To enhance communication, each region will be represented by a Board member elected by the region’s members. Within each region, county representatives may be recruited to further increase communication between members within each county and the region.
Region 1:
Region 2: Alpine,
Amador, Calaveras,
Region 3:
Region 4:
Region 5:
Region 6:
Region 7: Inyo,
Region 8: Imperial,