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POLICIES AND PROCEDURES HANDBOOK
AAUW ORINDA-MORAGA-LAFAYETTE BRANCH, INC., CALIFORNIA
 
PRIORITY STATEMENT
Support of AAUW Funds, Tech Trek, Sister-to-Sister and Scholarships/Awards shall be principal
responsibilities of the branch.
 
HANDBOOK/BYLAWS, STANDING RULES REVIEW
1. This handbook shall be reviewed in the even numbered years by a committee chaired by the
parliamentarian/bylaws chair. Members of the committee in addition to the chair shall be the
president, president-elect, one past president and at least one member of the board.  
2. Any policy or procedure approved by the board must be added to the master copy of the
Policies and Procedures Handbook within 30 days. Any revision to an existing policy or
procedure approved by the board must be added to the master copy of the Policies and
Procedures Handbook within 30 days.
3. The parliamentarian/bylaws chair shall be responsible for implementing number 2 above.
4. When new pages of the policies and procedures are printed, they must contain the date of
publication, preferably in the lower left hand corner of each page. In order to save publication
expenses, changes to the master copy of the handbook will be made by the
parliamentarian/bylaws chair and sent by e-mail to all board members. If there are significant
changes the handbook will be updated by the parliamentarian/bylaws chair and a new
handbook will be sent by electronic mail to all board members.  
5. The branch bylaws shall be reviewed in the odd numbered years by the same committee
which reviews the policies and procedures. Procedures for receiving approval from AAUW
CA for proposed amendments will be found in the job description of the
parliamentarian/bylaws chair.
6. The branch standing rules shall be reviewed annually by a committee selected by the
president. The committee will recommend changes, if any, to the board which will, in turn,
recommend them to the membership for approval.
7. The secretary shall keep the master copy of the policies and procedures, the standing rules
and the state-certified copy of the bylaws.
 
AWARDS
1. The Distinguished Woman Award is the highest honor the branch can bestow. It shall be
given annually, if merited, to a member who has distinguished herself by her dedication to the
mission of AAUW. The distinguished woman shall be selected by a committee chaired by the
immediate past distinguished woman and including as its members a resident  member from
each community of Orinda, Moraga and Lafayette; a resident member from an outlying area
such as Walnut Creek, Alamo, Danville or Concord; a past distinguished woman and a past
branch president. Nominations may be made by any branch member. Nominations are
retained for five years. 
2. AAUW Funds Named Gift Honoree Awards
3. A named gift to the AAUW Funds honors a branch member, or members, for outstanding
service to the branch. Not more than two awards shall be given each year if warranted. The
honoree(s) shall be chosen by a committee appointed by the president and chaired by the
AAUW Funds—Education and Legal Advocacy vice presidents.  The AAUW Funds--
Education and Legal Advocacy vice presidents are responsible for sending the correct names
to the AAUW CA AAUW Funds vice president.
4. Scholarship/Awards
a. The awarding of scholarships/awards is a branch priority. The Scholarships/Awards
Committee will consist of a chair appointed by the president, the president-elect and
two or more non-board members. 
b. Branch scholarships are awarded to one female graduating senior in each of the
three area high schools. A St.Mary’s female graduating senior will receive an award
and a one year AAUW membership as a member-at-large. Should the St. Mary’s
awardee join OML, she will receive a one year state and branch membership as well.
In addition, all awardees will be honored at the annual awards meeting in April.
Annually the board of directors will set the amount of the awards which will be taken
from either the general or the reserve fund.
OML Policies & Procedures final approved Mar 2010 2 of 7   
 
BOARD OF DIRECTORS, COMPOSITION
The elected and appointed officers of the board of directors are listed in the branch bylaws.
 
BOARD OF DIRECTORS, MEETINGS
1. Contact president at least 5 days ahead of meeting to be put on the agenda. 
2. Meetings will follow the agenda and one piece of business will be conducted at a time.
3. All branch members are welcome to attend board meetings.
 
BOARD OF DIRECTORS, RESPONSIBILITIES, GENERAL
1. To carry on the business of the branch in conformity with the policies and programs of AAUW
2. To have the general power to administer the affairs of the branch between branch meetings
and report its actions to the branch.
3. To be subject to the orders of the branch. None of its actions shall conflict with action taken
by the branch.
4. To submit the annual budget to the branch.
5. In the event that immediate action on a program or policy question is necessary, a three-
fourths vote of the board members shall constitute approval for use of name.
 
BOARD OF DIRECTORS, RESPONSIBILITIES, SPECIFIC
1. To read and be familiar with the Bylaws and this Policies and Procedures Handbook.
2. To attend all board meetings and general meetings.  To notify the president if unable to
attend and arrange a substitute if necessary. To send a report if necessary.
3. To attend as many conventions, conferences, workshops, etc. as possible.
4. To report to the board on the activities and concerns of the position.
5. To spend only monies which have been allocated in the budget and clear any additional
expenses beforehand with the board. 
6. To consult with the president on all branch activities, procedures and policies.
7. To submit promptly all reports and other information required by AAUW or AAUW CA officers
and give a copy of such reports to the president and file a copy in the experience notebook.
8. To keep a current experience notebook or file which includes resource material, AAUW and
AAUW CA mailings, notes, ideas and recommendations for a successor. To place an
inventory of all supplies and equipment received from predecessor in the notebook. At the
end of term, to write and add an updated job description to the notebook, giving copies to the
president and president-elect.  To pass notebook to successor at one-on-one meeting if
possible.
9. To give important papers which ought to be kept in the branch permanent file to the president
unless otherwise designated.
10. To pay dues before taking office.
11. To give articles/news to the Triad editor and web master (for e-news and website) by the
necessary deadline
 
BUDGET/FINANCE
1. The Budget Committee consists of the finance vice-president as chair, immediate past
finance vice president, president, immediate past president, president-elect, program,
membership, AAUW Funds—Education and Legal Advocacy vice presidents, and one board
member appointed by the president. A quorum is a majority of the members present. 
2. The proposed budget will be presented to the board for approval at its first meeting in the fall.
It will be published in the next newsletter and presented to the membership for approval at
the next general meeting. The president may approve any essential expenses that are
normally budgeted but which arise before formal adoption of the budget.
3. The committee shall meet in January at the call of the finance vice president to review and
adjust the budget. 
4. Each officer, elected or appointed, having budgeted funds, shall be responsible for approval
of the bills and vouchers for her/his committee and for keeping a current account of funds
remaining in her/his budget. The finance vice-president shall issue checks only after such
approval of vouchers and bills.
OML Policies & Procedures final approved Mar 2010 3 of 7   
5. No indebtedness over the budgeted amount shall be incurred by any board member without
approval of the board. Approval for costs over budgeted amounts should be requested in
advance.
6. To ensure financial responsibility, a permanent reserve, equal to one-third of the annual
operating budget, shall be established. Should the permanent reserve fall below that amount,
an amount sufficient to bring the reserve up to one-third of the annual budget shall be a
budget item in the next year’s budget. 
7. At the end of the fiscal year, when all outstanding obligations have been met, any balance left
in budgeted funds may remain for use in the following year, if recommended by the budget
committee.  If there is a balance in any specific branch project fund account, that balance
may be carried over to the same project fund account in the following year.
8. Funds being transferred by to or from savings accounts need not be approved. All transfers
and payments must be made by check. 
9. Branch financial records must be reviewed annually. The review shall be conducted after the
fiscal year’s books have been closed by the finance vice-president. The review shall include
all funds and accounts, including AAUW Funds—Education and Legal Advocacy accounts.
The review committee shall submit its report at the August or September board meeting.
10. The review committee includes the incoming finance vice president, a past finance vice
president and one or two members appointed by the president. The outgoing finance vice
president shall be present as a consultant.
11. Site rental, speakers’ fees and expenses, hospitality and decorations for general meetings
are financed from the program budget. 
 
CANDIDATE FORUM POLICY
1. Partisan Elective office
a. Before a partisan election the branch may hold a candidate forum to which all
candidates in that election are invited. If three or more political parties have nominees
for any office, the branch may limit invitations to the two political parties receiving the
highest number of votes in the last preceding general election. If one or more
candidates decline to attend the program may still be held. The same policy applies to
polling candidates on issues relating to AAUW program and publishing the results in
AAUW publications.
b. The branch may invite a declared candidate in a partisan election to speak at a
meeting on a subject of particular expertise, but not on her/his candidacy for future
public office.
2. Non-Partisan Elective Office
a. Before a non-partisan election in which AAUW has not endorsed candidates, the
branch may hold candidate forums to which all candidates in that election are invited.
Before a non-partisan election in which AAUW has endorsed candidate(s), the branch
may invite the endorsed candidate(s) to speak at a meeting on her/his/their candidacy
with or without inviting non-endorsed candidates.
b. Whether or not a declared candidate in a non-partisan election has been endorsed by
the branch, the candidate may be invited to speak to the branch on a subject of
particular expertise.
 
CANDIDATE/ ISSUE ENDORSEMENT  
1. Members applying for appointive office in the communities or within AAUW may be endorsed
by a committee composed of the president, president-elect, public policy chair, and a branch
member appointed by the president. The committee may write a letter of endorsement signed
by the president.
2. The branch may endorse candidates for AAUW elective offices. The branch may not endorse
candidates for non-AAUW or partisan elective office.
3. The branch may take a position on community issues only after a recommendation from the
board. Notice shall be given in the newsletter that a vote of the membership will be taken at
the next general meeting. A two-thirds affirmative vote, providing a quorum is present, is
required to approve the position.
 
 
 
OML Policies & Procedures final approved Mar 2010 4 of 7   
CONTRIBUTIONS TO CAMPAIGNS, BRANCH
1. The branch may contribute neither money nor anything of material value to candidates for
elective office.
2. The branch may not accept paid political announcements for inclusion in AAUW publications.
 
CORRESPONDENCE
Non-routine correspondence by interest and event chairs and all correspondence involving use of
the branch name must be cleared with the president.
 
ELECTION ACTIVITIES OF INDIVIDUAL BRANCH MEMBERS
1. An individual member may endorse, as a private citizen, candidates for appointive and
elective partisan or non-partisan office, but such endorsement shall not use the name of
AAUW. As a private citizen a branch member may contribute to the campaigns of such
candidates.
2. As a candidate for any office, an individual member may declare membership in AAUW as
long as s/he is not opposing AAUW program or policy. Declaring one’s AAUW membership
while opposing AAUW positions violates the AAUW use of name policy. 
 
INTEREST GROUPS
1. All existing interest groups are open to all members of the branch. Should any group become
too large, the president will work with the president-elect to form an additional group or
groups.
2. Any branch member may form a new interest section with the approval of the board providing
that it does not conflict with any existing interest section and providing that it is open to all
members of the branch.
3. Interest groups may charge a small fee for materials to be used within the group. These fees
shall remain within the group and will not become a part of the branch general fund. Should
the group disband, group members may choose which AAUW entity will receive any
remaining funds.
 
MEETINGS, GENERAL/PROGRAMS
1. Prospective members may attend three functions (general meetings, interest groups, etc.)
before joining. An exception is made for spouses in couples groups.
2. Dates of all meetings, including interest group meetings, must be cleared with the assistant
editor of Triad, who is also the calendar coordinator, or the Triad editor if there is no assistant
editor. 
3. Traditional dates of interest group meetings will take precedence over proposed meeting
dates or new groups.
4. No general or special meetings of the branch shall be scheduled on the dates of the district
leadership training meeting, the annual AAUW CA convention, or the AAUW convention. 
5. No general or special meeting will be held on days of the following major religious
observances:  Easter, Passover, Rosh Hashanah (two days), Yom Kippur, Christmas or
major holidays of the significant religious or ethnic groups within the relevant geographic area
of the branch. All Jewish holidays begin at sundown the day before. 
6. No other branch meeting will be scheduled at a time conflicting with the date of the general
meeting. The general meeting takes precedence over any scheduled branch section or
interest group.
7. All branch general meetings, special meetings and events will be accessible to persons with
disabilities and all publicity about such meetings will carry accessibility information. Members
will do everything possible to help handicapped members attending events in private homes.
8. Publicity for all general meetings must include a statement that the meetings are open to the
general public.
9. Any chair planning a branch activity should discuss tentative plans for program content with
the program vice president and obtain approval prior to submitting the plans to the board for
approval. Plans, including the date and hour of the activity, should be cleared with the
president-elect to avoid scheduling conflicts.
10. No member may be denied admission to any general meeting of the branch which requires a
fee to attend. Fees should be stated in advance and publicized.
 
OML Policies & Procedures final approved Mar 2010 5 of 7   
MEMBERSHIP
1. One year membership is from July 1 to June 30.  Half year membership is from January 1 to
June 30 with the rate equal to full AAUW CA dues, one-half AAUW dues, and one-half
branch dues.  A 15 month membership is from March 16 to June 30 of following year and is
the same rate as a one year membership.
2. One year dues for 2010-11 are: AAUW regular member $49 ($46 is tax deductible), AAUW
CA $16; branch $23.50, AAUW Funds assessment $0.50.  AAUW student affiliate fee is $17;
CA student affiliate fee is $16; branch student affiliate fee is $2.  AAUW dues are fixed by the
AAUW board of directors and AAUW CA dues are established by the AAUW CA board of
directors and approved by the membership; branch dues may be changed by a 2/3 vote of
the membership upon recommendation of the branch board of directors. Fifty year honor
members are exempt from payment of AAUW state and branch dues.
3. Membership profile information shall be updated as changes occur.
 
MEMBERSHIP DIRECTORY
The membership directory, the newsletter and any electronic communication shall be used
exclusively for communication on AAUW matters among the members of the branch and shall not
be used for solicitations of any kind.
 
MEMORIALGIFTS
Upon the death of a current branch member or a past member with the approval of the board,  
the branch will donate $50 to AAUW Funds. Funds for the gift shall be taken from the reserve
fund. Notification to the family shall be written by the president.
 
NOMINATING COMMITTEE
1. Committee members (see bylaws) shall be elected as follows:
a. The election of three members from the board shall take place before the September
general meeting.
b. The election of two members from the general membership shall take place at the
September general meeting.
c. The proposed slate of officers shall be presented at the February board meeting,
published in the March newsletter, voted on at the annual meeting in March and
installed in May. 
 
OFFICERS, APPOINTED, RESPONSIBILITIES (POSITION DESCRIPTIONS)
The responsibilities of the elected officers are detailed in Attachment B to this Policies and
Procedures Handbook.
 
OFFICERS, ELECTED, RESPONSIBILITIES (POSITION DESCRIPTIONS)
The responsibilities of appointed officers are detailed in Attachment A to this Policies and 
Procedures Handbook. 
 
OUTSIDE ORGANIZATIONS
1. The branch may not join any other organization on either a paying or nonpaying basis unless
such membership is necessary for participating in a project for the promotion of common
interests, provided the organization’s policies and programs are in conformance with those of
AAUW, and the state, and provided that the autonomy of the branch or AAUW CA is not
impaired and the Use of Name Bylaw is not impaired.
2. No outside organization shall be allowed to promote its fund raising activities or sell tickets at
branch meetings.
3. The branch directory shall not be made available to outside organizations for recruiting or
solicitation. 
4. Information concerning any organization other than AAUW shall not be published in the
monthly newsletter without board approval.
5. When joining with other organizations in a coalition, the branch must retain control of the use
of the name AAUW. The objectives of the coalition must not be in conflict with AAUW’s
Mission Statement. Financial support can include dues or a commitment to participate in the
on-going financial support of the common objective. The decision to join the coalition and the
amount of financial support must be approved by the board.
OML Policies & Procedures final approved Mar 2010 6 of 7   
 
OUTSIDE VENDORS
When a general meeting involves sales by an outside vendor, before the meeting the board will
decide what reimbursement, if any, will be required of the vendor. The board will take into
account whether the vendor is a non-profit institution such as the International Museum of
Women or a commercial vendor.
 
PETITIONS AND MATERIALS, NON AAUW
1. Petitions not officially supported by AAUW may be presented by a member at a general
meeting, provided:
a. The petition is within the scope of the AAUW program and is not in opposition to
AAUW policy.
b. The member wishing to present the petition gives three days notice to the president
who will confer with the public policy chair and other appropriate officers. If approval is
given, the president will announce at that meeting that the petition is available and that
AAUW has no official position. The petition may be taken to other branch meetings.
2. Non-AAUW material may be made available to branch members with the consent of the
board. 
 
POSITIONS, APPOINTED, RESPONSIBILITIES (POSITION DESCRIPTIONS)
The responsibilities of those holding appointed positions are detailed in Attachment C to this
Policies and Procedures Handbook.
 
PROPERTY, BRANCH
1. Any member having branch property in her possession shall give an annual inventory to the
president. 
2. Executive committee approval must be obtained to borrow any branch property.
 
PUBLICATIONS
1. All publications of the branch shall be in accord with AAUW “Use of Name” bylaw, which
provides that any such publication shall not be in conflict with the policies and programs of
AAUW and AAUW CA. 
2. Advertising rates for the directory, the newsletter and the web site are set by the advertising
manager with the approval of the board.
 
REIMBURSEMENT
1. Public Policy Day
a. A sum of money, the amount to be determined by the budget committee, will be
budgeted annually to be used by the public policy chair or her/his representative to
defray the costs of registration, mileage and meals.
2. AAUW CA Convention
a. A sum of money, to be determined by the budget committee, will be budgeted
annually and be used by the current president and the president-elect (or the incoming
president if there is no president-elect) to defray the cost of registration, shared hotel
room (or the financial equivalent of shared room), transportation and meals. 
b. If the current president, president-elect or incoming president cannot attend, the board
may appoint one or two of its members or one or two members of the incoming board
who shall receive the same reimbursement as would have been paid to the president
and/or the president-elect and/or the incoming president. 
c. If there are monies remaining after those described above have been reimbursed,
they shall be apportioned among members of the branch who indicate an interest in
attending.
d. If there is not sufficient budgeted money to cover the expenses of the president and
the president-elect, or their substitutes, the board may authorize a sum equal to the
actual expenses which will be taken from the general fund.
e. If there are monies remaining after those described above have been reimbursed,
they shall be apportioned among members of the branch attending who would
otherwise receive no funding.
 
OML Policies & Procedures final approved Mar 2010 7 of 7   
3. AAUW Biennial Convention (odd numbered years)
a. A sum of money, the amount to be determined by the budget committee, will be
budgeted annually and used biennially to defray AAUW convention registration, room,
transportation, and meal expenses of the incoming president.
b. In the event the incoming president is unable to attend, the same reimbursement will
be paid to the incoming president-elect.
c. If neither the incoming president nor the incoming president-elect can attend, the
board will appoint a branch representative who will receive the same reimbursement.
d. If there are monies remaining after those described above have been reimbursed,
they shall be apportioned among members of the branch attending who would
otherwise receive no funding.
4. East Bay District and Contra Costa County Interbranch Council (IBC) Meetings
a. Registration for district meetings will be reimbursed for the president (or her/his
representative) and for those incoming or continuing board members who wish to
attend.
b. The president or her/his representative will be reimbursed at the current AAUW
California rate for mileage to and from district and IBC meetings.
5. Voucher Submission
a. Vouchers for reimbursement should be submitted to the treasurer within 30 days of
the date the expense was incurred, with the exception of telephone expenses.
b. Receipts must accompany the voucher. IRS requires receipts for all individual items
exceeding $25 and the customer copy of airline tickets.
6. Co-Presidents
a. In the case of co-presidents or co-presidents-elect, when both attend any of the
events described above, the available reimbursement will be split equally between
them. 
 
TELEPHONE COMMITTEE
The committee will contact branch members without e-mail as deemed necessary by the
president.
 
 
Last updated March 9, 2010