NFBPWC 2022 GA Program

NFBPWC

GENERAL ASSEMBLY PROGRAM

Welcome Message from
President Megan Shellman-Rickard

On behalf of the Executive Committee, it is an honor to welcome you to the 7th General Assembly
and Biennial Conference of the National Federation of Business and Professional Women’s Clubs,
Inc. being held both virtually on Zoom and at the Sacramento Riverfront Promenade Embassy
Suites Hotel in Sacramento, California. This is our premiere hybrid event. We are proud to
continue our dynamic response to these unprecedented times by providing an inclusive event for
our members across the nation who are joining us in person and virtually.

The National Federation of Business and Professional Women's Clubs (NFBPWC) has a history
and shared commitment to advocating for and allying with working women for over 100 years.
We are a 501(c)(3) nonprofit organization focused on positive change in our communities and
bringing people together to solve problems. Our mission to develop the business, professional,
and leadership potential of women at all levels continues to guide our leaders and members as we
strive to unite and advocate for women.

The NFBPWC is a federation affiliate of the International Federation of Business and Professional
Women celebrating 92 years and present in over 100 countries worldwide. Through our national
membership affiliation with BPW International we continue the efforts started by one of our
founders and visionary Dr. Lena Madsen Phillips building on her legacy. It has been an honor to
serve as our President for these past two years. Your attendance at this General Assembly means
a great deal to our federation. During this event, we commit to shape and grow our organization
by electing new leaders, voting on key issues, and discussing the business at hand. As a
collaborative community of leaders, we are lighting a path for our future that promotes solidarity,
diversity, inclusion, innovation, and celebration. With much gratitude, I welcome you all to this
year’s event.

Kind Regards,

Megan Shellman-Rickard
NFBPWC President, 2020-2022

Alternative version of the International Collect,
which was adopted at the XXVI Congress in
Mexico City  

 

We ask… 

That we meet together as women, not allowing beliefs, religion, nationality, 
ethnicity or language to come between us. 

That these meetings enable us to move forward and advance the status of 
women throughout the world. 

That the value of women be recognized in our families, our communities, 
our workplaces, our country and the world. 

That we use our good ideas, our knowledge, our experience to promote the 
worth of women. 

That we combine our strengths to move forward in peace, in serenity and in 
love. 

That women of all generations will do their part to achieve harmony and 
equality among all human beings. 

 

Thank you to the author, Suzanne Garant, BPW Quebec Metropolitain (Canada), 
and translation by Leslie West, BPW Montreal, Canada. 

Thursday, August 4th, 2022

(All times are Pacific Daylight Time)

2020-2022 Executive Committee Meeting 4:00 p.m. – 5:00 p.m.

Registration 5:30 p.m. – 7:30 p.m.

Welcome Reception (Terrace) 5:30 p.m. – 7:30 p.m.

Friday, August 5th, 2022

(All times are Pacific Daylight Time)

Registration 8:00 a.m. – 9:00 a.m.

2020-2022 Pre-General Assembly Board Meeting 9:00 a.m. – 12:00 p.m.

Board of Directors Meeting Call to Order 9:00 a.m.

Inspiration: Original Collect

Registration Report

Quorum

Standing Rules

Program approval

Minutes

Correspondence

Treasurer’s Report

Executive Committee Actions

Update to Reports Officers, Chairs, Federation/Affiliate Presidents

Unfinished Business

New Business

Recommendations from the Executive Committee

Review of the Budget

Review of Bylaw Amendments

Review of Advocacy Platform

Review of Policy and Procedures Manual

Candidate Forum

Announcements

Memorial Service 11:30 a.m.

Board Meeting Adjournment 12:00 p.m.

LunchProgram 12:30 p.m. – 2:00 p.m.

Congresswoman Judy Chu Video

First Breakout Workshops 2:30 p.m. – 3:30 p.m.

Second Breakout Workshops 3:45 p.m. – 4:45 p.m.

Happy Hour Reception (Terrace) 5:30 p.m. – 7:30 p.m.

Young BPW Night Out 8:00 p.m. – 12:00 a.m.

Saturday, August 6, 2022

(All times are Pacific Daylight Time)

Young BPW Breakfast 7:30 a.m. – 8:30 a.m.

Registration 8:00 a.m. – 9:00 a.m.

NFBPWC General Assembly 9:00 a.m – 12:00 p.m.

General Assembly Call to Order 9:00 a.m.

Flag Salute Our Veterans

Inspiration International Collect

Introductions

Greetings

Registration Report

Quorum

Standing Rules

Correspondence

Board Recommendations

Election of Officers

Unfinished Business

New Business

Budget

Bylaw Amendments

Advocacy Platform

Policy and Procedure Manual

Emblem Benediction

General Assembly Adjournment 12:00 p.m.

LunchProgram 12:30 p.m. – 2:00 p.m.

Keynote: A conversation with BPW International President, Dr. Catherine
Bosshart and Young BPW Ashley Maria

First Breakout Workshop 2:30 p.m. – 3:30 p.m.

Second Breakout Workshop 3:45 p.m. – 4:45 p.m.

Gala Reception and Cash Bar 6:30 p.m. – 7:15 p.m.

Gala Event: Awards, Installation, Ceremonies, 7:15 p.m. – 9:00 p.m.
and Dance Performance

Sunday, August 7, 2022

(All times are Pacific Daylight Time)

2022-2024 Board Meeting Breakfast (Terrace) 8:30 a.m. – 9:30 a.m.

Post GA Board of Directors Meeting Call to Order 8:30 a.m.

Introductions

Roll Call

Quorum

Unfinished Business

New Business

2022-2024 Theme

2022-2024 Priority

Announcements

Board of Directors Meeting #1, Oct. 11, 2022, 5PM PDT, 6PM MDT, 7PM CDT, 8PM EDT

Adjourn 9:30 a.m.

2022-2024 Executive Committee Meeting 10:00 a.m. – 11:00 a.m.

Khahari Special Committee Meeting 10:00 a.m. – 12:00 p.m.

NFBPWC Group Tour 11:00 a.m. – 6:30 p.m.
Wine Tour (Separate Payment and Registration $120) 11:00 a.m.
Shuttle Arrives 11:15 a.m. – 3:00 p.m.
Winery Tours 5:00 p.m. – 6:30 p.m.
Dinner (optional self-pay at a winery)

Biennial Conference and General Assembly Rules of Order 2022

I. HYBRID MEETINGS

1. Login information. The President, or their designee, shall send by e-mail to everyone
Registered to participate online for the meeting, at least two (2) days before each meeting:
the time of the meeting, the URL and codes necessary to connect to the Internet meeting
service, the phone number and access code(s) the member needs to participate aurally by
telephone. The President, or their designee, shall also include a copy or link to these rules.

2. Telephone usage. If you dial into the meeting on your phone, you will be able to hear but
you will not be able to participate or vote as we have no way to make your vote anonymous.
If you use the Zoom app on your phone or other device, then you will be able to participate
in voting and speaking.

3. Login time. Zoom rooms will open at least 15 minutes before the start of each meeting.
Check the equipment, audio, etc. Then put your device on MUTE (we do not want any
background noises during the meeting) and leave it on mute unless speaking.

4. In person participants should be in their seats 5 minutes prior to the start of the
meeting and remain in their seated unless it is an emergency.

5. Signing in and out. Members will be identified when logged in and shall maintain
Internet and audio access throughout the meeting whenever present but shall sign out
upon any departure before adjournment. In person members will sign in with the
Registrar.

6. Quorum. The presence of a quorum shall be established by audible Registration Report at
the beginning of the meeting. Thereafter, the continued presence of a quorum shall be
determined by the online list and in person of participating members, unless any member
demands a quorum count by audible roll call.

7. Technical requirements and malfunctions. Each member is responsible for their
audio and Internet connections; no action shall be invalidated on the grounds that the loss
of, or poor quality of, a member’s individual connection prevented participation in the
meeting.

8. Forced disconnections. The chair may cause or direct the disconnection or muting of a
member’s connection if it is causing undue interference with the meeting. The chair’s
decision to do so, which is subject to an undebatable appeal that can be made by any
member.

9. Assignment of the floor. To seek recognition by the chair, a member shall raise their
hand by using the Raise Hand Tool those on the phone can use *9 to raise their hand or in
person will stand. Wait to be recognized by the President or Presiding Officer. Upon being
recognized the member then may undo the Mute button, give their name and affiliate.

10. Voting. Votes shall be taken as directed by the Presiding Officer.

II. VOTING MEMBERS
1. A quorum of the Biennial General Assembly shall be a majority of members registered and

eligible to vote, three of whom shall be elected officers of the federation, and the majority of
the presidents of the State Federations and Affiliate chapter/clubs or their designees.
(Bylaws Article XXI, Quorum, Section 3)

2. Members are requested to refrain from talking during the meetings. Notes to others at the
meeting will be done via the Chat Room or the Page. Notes for the presiding officer will be
delivered to the Parliamentarian.

3. Unless requested by the speaker, members are requested to refrain from comments or
questions until the announced Q&A period.

III. MOTIONS
1. Only members of the voting body may introduce or second motions and vote.

2. Items of new business must be presented to the Secretary no later than 10:00 am
on Friday, August 5th.

3. When a member of the voting body wishes to speak, whether to offer a motion or for
discussion, the member shall raise hand by using the Raise Hand Tool those on the phone
can use *9 to raise their hand, or stand if in person, wait to be recognized by the chair,
then shall give their name and affiliation before proposing a motion or speaking from the
floor.

4. All motions, except those on matters of procedure, shall be in writing.

IV. DEBATE
1. Each topic will be limited to 15 minutes, unless voted to extend by the voting body. (RONR)

2. No person shall speak more than twice on the same question and no longer than two (2)
minutes, without the consent of the voting body. (RONR)

3. A timekeeper will signal the presiding officer when the allotted time has expired.

4. The presiding officer will call for discussion alternating between the affirmative and the
negative and may request members to state whether speaking in the affirmative or negative.

5. An observer/guest may participate in the debate, provided there is no member who
wishes to speak, asking recognition by the same procedures as required by a
member of the voting body

V. TIMEKEEPER

1. A timekeeper shall be appointed by the president for the business session(s).

2. Any reports of Federations or Affiliate Chapter presidents or committee chairs shall be
limited to five minutes. Additional time may be granted at the discretion of the
presiding officer.

VI. NEW BUSINESS

All new business of an emergency nature that arises after the opening of the Conference must
be presented to the Secretary by 10:00 AM on Saturday, August 6, 2022.
VII. ELECTIONS
Registration reports will be given as of 9:30 AM Saturday, August 6, 2021. Any other reports
will be at the call of the President.
VIII. COMMUNICATING DEVICES
Cell phones and all other electronic devices will be turned off (or on vibrate or mute) during the
meeting. If you need to take the time to respond to an email or text and/or use your phone, then
please exit the meeting room or turn off your Zoom video.
VIX. PARLIAMENTARY AUTHORITY

 The current edition of Robert's Rules of Order, Newly Revised shall be the
parliamentary authority.

Sandy Thompson
Immediate Past President and Parliamentarian

PARLIAMENTARY TIPS

1. Wait to be recognized. Address the chair as Madam President or Madam Chair.

2. Do not interrupt a speaker who already has the floor.

3. When presenting a motion, do not begin by explaining your reason for making it and
then stating your motion.

Be recognized by the Chair. Say “I move that . . . . (not, I make a motion). Wait for
someone to second the motion before requesting permission to speak to the motion. The
reason should not be included in the actual statement of the motion.

4. Present motions in the affirmative – not the negative. The motion can be voted down.
(Motions in the negative can be confusing to the voters.)

5. When speaking on a motion, state whether you are speaking in favor of or against the
motion.

6. Don’t speak directly to the person with who you disagree. Speak through the Chair.

7. Ask to have a motion repeated or clarified if you are unsure of the question on the floor.
(This is affect by stating, “I rise to a point of information, “explaining” I did not hear or
understand the motion.”)

Four reasons why we need Parliamentary Procedures:

1. Makes for orderly transaction of the meeting
2. Acknowledges the rights of individuals
3. Protects the rights of the minority
4. Establishes the will of the majority

BPW Canada

The Canadian Federation of Business and Professional Women
La Fédération Canadienne des Femmes de Carrières Commerciales et Professionnelles

Working towards improving July 29, 2022
the economic, political,
social and employment President Megan Shellman-Rickard
conditions for women. The National Federation of Business & Professional Women’s Clubs
712 H. Street NE Suite 1808
Notre but : améliorer les Washington D.C. 20002
conditions économiques,
politiques, sociales et Dear President Megan:
d’emploi des femmes.
Greetings from the Canadian Federation of Business and Professional Women (BPW
President: Karin Gorgerat Canada) to you, your Board and all the members of the National Federation of
Business and Professional Women’s Clubs.
Past President: Linda Davis
1st VP : Angie Godin On this occasion of your Biennial General Assembly, we want to wish you much
VP: Colleen Babiuk-Ilkiw success. Your theme Uniting and Advocating for Women is something as BPW
VP: Prima Mabonzo members we all strive to do, and I am sure it will inspire all of those attending in
Young BPW: K. Hetiaratchi person or virtually.
Treasurer: Janet Riehm
Secretary: Natasha D’Souza NFBPWC has done great work to support and empower women under your leadership
these past 2 years, and I know that will continue as you stay at the helm.
__________
Provincial Presidents Your BPW Sisters to the North wish you a very productive 3 days as you discuss,
Alberta: Kathy Stobl deliberate and share, and continued successes in your next Biennium.
Ontario: Heather Ellis
Warm wishes
__________
Provincial Liaisons
British Columbia: Barbara
Hall
Manitoba: Colleen Allan
New Brunswick: Kim Eagles
Quebec: Joan Macklam
Saskatchewan: Jocelyn
Bissonnette
BPWC Online Club:
Shannon MacNeill

Karin Gorgerat
President BPW Canada 2020-2022

NFBPWC PROPOSED BYLAW AMENDMENTS

Current Wording Proposed Wording
Article V Membership Section 3 Insert after Affiliate Members “and
Membership categories include State Student Members”.
Federations, Affiliate Chapters/clubs,
Affiliate Members So that Article V Section 3 will now read

Membership categories include State

Federations, Affiliate Chapters/clubs,

Affiliate Members and Student Members.

Rational – This past year was a test year for student membership. It has been
successful, and we would like to make it now a permanent part of our membership
categories.

Current Wording Proposed Wording
Article XII Duties of Officers Section 3 A Insert and after United Nations Chair and
Chair the Advocacy Standing strike and the Bylaws/Resolutions
Committee and liaises with the United so that Article XII Section 3A will now
Nations Chair, the Elimination of Sexual read Chair the Advocacy Standing
Harassment Chair and the Committee and liaises with the United
Bylaws/Resolutions Chairperson(s) Nations Chair, and the Elimination of
Sexual Harassment Chair Chairperson(s)

Current Wording Proposed Wording
Article XII Duties of Officers Section 5C Insert and the Bylaws/Resolution Chair
Serve as liaison to the Webmaster. so that Article XII Section 5C will now
read Serve as liaison to the Webmaster
and the Bylaws/Resolutions Chair

Rational – This is being proposed to spread out the duties of the officers and to place
the Bylaws/Resolutions Chair in the proper place.

If this passes, then the Policy and Procedure Manual will be changed to be consistent
with the Bylaws.

Current Wording Proposed Wording
Article XIV Board of Directors Section 1 Insert “DEI (Diversity, Equity and
The Board of Directors shall consist of the
Officers, Past National Presidents, the Inclusion), Women on the Move, Legacy
presidents of the State Federations and Fund prior to and Young BPW”. And after
Affiliate Chapter/clubs, the Chairs of Environment add “and Sustainable
Membership, Lifelong Leadership and Development”.
Learning, Finance, Public Relations,
International Relations, So that Article XIV Board of Directors
Bylaws/Resolutions, Health, Small Section 1 will now read “The Board of
Business, Environment, Mentoring, Rapid
Response and Young BPW. Directors shall consist of the Officers,

Past National Presidents, the presidents

of the State Federations and Affiliate

Chapter/clubs, the Chairs of Membership,

Lifelong Leadership and Learning,

Finance, Public Relations, International

Relations, Bylaws/Resolutions, Health,

Small Business, Environment and

Sustainable Development, Mentoring,

Rapid Response, DEI (Diversity, Equity

and Inclusion), Women on the Move,

Legacy Fund and Young BPW.

Rational – Add three new committees to the Standing Committees. These are DEI
(Diversity, Equity, and Inclusion), Women on the Move and the Legacy Fund
committees to the Board of Directors. These are three new committees that expand
our advocacy and mission and should be included as Standing Committees and added
to the Board of Directors.

The Environment Committee has expanded to include the Sustainable Development
goals and their title should reflect this change.

Current Wording Proposed Wording
Article IX Officers Section 1 The elected Delete “and” after Treasurer and insert
officers of the National Federation shall after Secretary “and a Young BPW
be: a President, a First Vice-president Representative”.
Membership, a Second Vice-president
Advocacy, a Treasurer, and a Secretary. So that Article IX Officers Section 1 now
A Parliamentarian shall be appointed by
the President and shall serve without a reads The elected officers of the National
vote.
Federation shall be: a President, a First

Vice-president Membership, a Second

Vice-president Advocacy, a Treasurer, a

Secretary and a Young BPW

Representative. A Parliamentarian shall

be appointed by the President and shall

serve without a vote.

Rationale – The Young BPW Representative serves on the Executive Committee and
therefore should be an elected position.

Current Wording Proposed Wording
Article XI Elections Section 1 The election
of President, First Vice-president, Insert after First Vice-president
Second Vice- president, Treasurer, “Membership” and after Second Vice-
Secretary and Nominations Chairperson president “Advocacy” and after Secretary
shall take place at the General Assembly “Young BPW Representative”
and Biennial Conference.
So that Article XI Section 1 now reads

The election of President, First Vice-

president Membership, Second Vice-

president Advocacy, Treasurer,

Secretary, Young BPW Representative

and Nominations Chairperson shall take

place at the General Assembly and

Biennial Conference.

Rationale - Adding Membership and Advocacy to the Vice President titles is for
consistency as to their title. Since the Young BPW Representative serves on the
Executive Committee it should be an elected position.

Appendix to the Bylaws
Strike Biennial Fee $.75
After Momentum Club add the Category of Student Dues $30.00

PROPOSED NATIONAL FEDERATION Of BUSINESS AND PROFESSIONAL WOMEN'S

CLUB'S (NFBPWC) ADVOCACY PLATFORM 2022-2024

NFBPWC will employ several educations, advocacy, monitoring and tracking strategies to meet the following
priorities:

The Alice Paul Equal Rights Amendment shall stand first and foremost above all other items of the advocacy
platform until Equal Rights have been guaranteed in the United States Constitution - i.e. "Equality of Rights
under the law shall not be denied or abridged by the United States or by any State on account of sex."

Economic Equity and Justice
• Access to pay equity and retirement equity
• Access to education, training, and promotional opportunities
• Access to equal opportunities in the workplace and corporate boards
• Access to women business enterprise procurement process
• Access to quality, affordable dependent care (child, elderly or disabled)
• Access to funding and capital for entrepreneurial activity
• Access to affordable and attainable housing
• Support repeal of Forced Arbitration as a sole means of dispute resolution

Health Equity and Justice
• Access to affordable reproductive healthcare, including contraception and legal abortion care.
• Reproductive choice
• Paid sick leave
• Family and medical leave
• Equal research funding for women's and girl's health issues
• Health education funding for women's and girl's health issues
• Health education funding for women and girls
• Prevention of pregnancy and infant care discrimination in the workplace (reasonable accommodations
for breast feeding/breast pumping and pregnancy related conditions)
• Ensure workplace safety
• Expansion of mental health coverage and services

H••umaPRnaastRsifaiiggcaehttoisofn-throeefcCtohogennEvitqeinoutanilotRnhaiogtnhwttshoeAmEmelniem'nsdirnmiagethinottsn(aEorfReAAhlu)l mFoarnmrsigohf tDs iscrimination Against Women (CEDAW)
• Eradicate Domestic Violence and the Electronic and Physical stalking, sexual harassment, sexual abuse

and discrimination

• Support universal background checks for all gun purchases
• Reinstate the Violence Against Women Act
• Oppose human trafficking, sexual exploitation, and slavery

• Equal education opportunity including adequate funding of public education, preschool through postsecondary.

• Support equal rights for LGBTQ+ persons

• Support equal treatment of and end discrimination against all women

• Support policies and practices that promote environmental sustainability
• Support the endeavors of and improve conditions for military-affiliated women
• Support our women in prisons
• Support protection of human rights and equitable treatment of all migrants, including refugees and asylum seekers

WWW.NFBPWC.ORG

POLICY AND PROCEDURES
MANUAL

August 2022

National Federation of Business and Professional Women’s Clubs (NFBPWC)
POLICIES AND PROCEDURES MANUAL
Table of Contents

1.0 Organization Structure

1.1 The Board of Directors
1.2 The Executive Committee
1.3 Standing Committees
1.4 State Federations
1.5 Affiliate Chapter/Club

2.0 National Federation

2.1 Executive Committee
2.2 Selection of National Committee Chairs
2.3 Responsibilities of National Committee Chairs
2.4 Responsibilities of Committees
2.5 Special Committees

3.0 Policy and Procedure Manual

3.1 Revisions and Amendments
3.2 Distribution of Manual

4.0 Bylaws

4.1 Bylaw Process
4.2 Federation and Affiliate Bylaws

5.0 NFBPWC Budget and Finances

5.1 Preparation of National Budget
5.2 Depository of Funds
5.3 Vouchers
5.4 Fundraising
5.5 Annual Financial Review of Books and Records of NFBPWC

6.0 Board of Directors Meetings

7.0 Biennial General Assembly

7.1 Biennial General Assembly Committee
7.2 Conference Chair Responsibilities
7.3 Federation/Affiliate Chapter/Club
7.4 Host Federation/Affiliate Chapter/Club Responsibilities
7.5 Registration
7.6 Guests
7.7 Biennial General Assembly Program

1

7.8 Finances
7.9 NFBPWC Business Meeting Program

8.0 Membership

8.1 National Membership List
8.2 Starting a new Federation/Affiliate
8.3 Membership Requirements

9.0 State Federation/Affiliates

9.1 Year-end Report
9.2 Federation/Affiliate Files

10.0 Endorsement for Public Office Policy

11.0 Forms

11.1 Nomination Forms for Public Office
11.2 Sample Registration for Meetings
11.3 Expense Voucher
11.4 In Kind Contribution Voucher

2

1.0 ORGANIZATION STRUCTURE

Board of
Directors

1.1 Committee and Committee Structure

Executive
Committee

Standing State Affiliate
Committees Federations Chapters/Clubs

1.1 The Board of Directors consists of the following
1.1.1 Executive Committee
1.1.2 State Federation Presidents
1.1.3 Affiliate Chapter/Club Presidents
1.1.4 Standing Committee Chairs
1.1.5 Past National Presidents

1.2 The Executive Committee consists of the following
1.2.1 President
1.2.2 First Vice President Membership
1.2.3 Second Vice President Advocacy
1.2.4 Treasurer
1.2.5 Executive Secretary
1.2.6 Young NFBPWC
1.2.7 Immediate Past President
1.2.8 Parliamentarian (serves without a vote unless the state they live in prohibits it)

1.3 The Standing Committees consist of
1.3.1 Membership
1.3.2 Lifelong Leadership and Learning
1.3.3 Finance

3

1.3.4 Public Relations
1.3.5 International Relations
1.3.6 Bylaws and Resolutions
1.3.7 Health
1.3.8 Small Business
1.3.9 Environment
1.3.10 Mentoring
1.3.11 Rapid Response
1.3.12 Young NFBPWC
1.3.13 Sexual Harassment
1.4 State Federations consist of the following
1.4.1 States that have 3 or more clubs
1.4.2 Minimum of 60 members
1.5 Affiliate Chapter/Club consist of the following
1.5.1 Minimum of 10 members

2.0 NATIONAL FEDERATION

2.1 National Executive Committee

Provides management, guidance and fiscal soundness for NFBPWC:

• Encourages innovative leadership
• Manages a federation structure that responds efficiently and effectively to its

members, state federations, chapters/clubs, and committees
• Oversees the financial activities to ensure continued fiscal viability
• Enhances NFBPWC’s value through participation on issues that affect working

women and girls at the local, state, and national importance
• Develops strategic alliances.
• Core Requirements of all Executive Committee Members

o Attend all Board meetings and national meetings
o Review the minutes of all meetings written the (10) days of receipt from the

Executive Secretary. Advise the Executive Secretary of corrections
o An individual who does not perform all the duties of this office or who has two

unexcused absences from Executive Committee meetings may be requested
to resign from office by the President.
•
2.1.1 Position Name: President

Purpose of Position: To lead the national Executive Committee in all matters
related to managing NFBPWC. To represent the members throughout the United
States and Internationally when making contact with those outside NFBPWC
regarding any matter related to NFBPWC.

Duties of Position: (In addition to those listed in the national bylaws)

4

• Preside over the meetings of NFBPWC, including the periodic Executive
Committee meetings, Board meetings and the national biennial General
Assembly.

• Serve as the representative for NFBPWC to the public
• Appoint all committee members needed to handle the arrangements for the

Board meetings, the national biennial General Assembly, and other
scheduled events in accordance with the national bylaws
• Support and publicly promote the Advocacy Platform as well as the vision,
mission and goals of NFBPWC.
• Coordinate the preparation and distribution of the official call for the national
meetings including the national biennial General Assembly accordance with
the national bylaws
• Direct the activities of the Executive Committee in accordance with national
bylaws, standing rules and policies and procedures
• Appoint all national committee chairs
• Communicate regularly with the members of NFBPWC regarding the plans
and activities of the national leaders
• Perform liaison duties with the federations and affiliates as required
Suggested Requirements of Position

• Member in good standing of NFBPWC
• Minimum two years Board of Directors or committee experience preferably at

the national level.
• Thorough knowledge and understanding of NFBPWC’s mission, goals and

objectives
• Excellent oral and written communication skills
• Resourcefulness, creativity, and imagination in problem solving
• Excellent organizational skills
• Demonstrate ability to successfully lead a committee.
• Ability to influence, build consensus, and resolve conflict.

Other Influencing Factors Related to the Position

The President of NFBPWC shall, at all times, consider the impact on the
membership when making decisions on behalf of NFBPWC. They shall endeavor
to manage the organization in a manner which reflects positively on NFBPWC in
the community.

2.1.2 Position Name: First Vice President, Membership

Purpose of Position: To focus on the recruitment of new members and the
retention of current members. To serve as an elected officer on the Executive
Committee of NFBPWC. To lead NFBPWC in the absence of the national
President. To represent the members throughout the country when making
contact with those outside NFBPWC regarding any matter related to NFBPWC.

Duties of Position: (In addition to those listed in the national bylaws)
• Actively plan for the following year
• Liaises with the federations and affiliates as required

5

• Create a partnership with the President to learn the position and prepare for
continued leadership

• Chair the Membership Committee
• Chair the Momentum Club
• Liaises with the Mentoring, Lifelong Leadership and Learning, Nominations

and Small Business Committees
• Work closely with all committee and federation and affiliate leadership to

support and increase membership at all levels (see membership committee
section 2.4.7)
• Coordinate and schedule quarterly meetings with committee and federation
and affiliate membership leadership regarding membership issues

Requirements of Position:

• Member in good standing of NFBPWC
• Minimum two years Board of Directors or committee experience
• Knowledge and understanding of NFBPWC goals and objectives
• Excellent oral and written communication skills
• Effective, proven problem-solving skills
• Excellent organizational skills
• Demonstrated ability to be a successful leader
• Ability to influence, build consensus, and resolve conflict.

Other Influencing Factors Related to the Position:

The First Vice President, Membership, of NFBPWC shall, at all times, consider
the impact on the membership when making decisions on behalf of NFBPWC.
They shall endeavor to manage the organization in a manner which reflects
positively on NFBPWC in the community.

2.1.3 Position Name: Second Vice President, Advocacy

Purpose of Position: To promote and support efforts relating to the Advocacy
Platform. To serve as an elected officer on the Executive Committee of
NFBPWC. To represent the members throughout the nation when making
contact with those outside NFBPWC regarding any matter related to NFBPWC,
especially related to local, state, national and international advocacy and
legislative platforms.

Duties of Position: (In addition to those listed in the national bylaws)

• Act as the liaison between advocacy/legislation chairs of the federations and
affiliates and the Executive Committee

• Assist committee leaders as necessary in conducting committee meetings
and activities

• Assume responsibility for overall function and content of advocacy
campaigns utilizing the OCP digital advocacy platform and/or other means of
digital advocacy communication and outreach

• Invite, evaluate, and determine chapter and affiliate recommendations for the
NFBPWC Advocacy Platform with the support of the Advocacy Committee

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• Liaise with the United Nations and Elimination of Sexual Harassment Chairs
and Bylaw and Resolutions Chair

Requirements of Position:

• Member in good standing of NFBPWC
• Minimum one year Board of Directors or committee experience
• Thorough knowledge and understanding of NFBPWC goals and objectives
• Understanding of the issues included in the Advocacy Platform and

appropriate strategies to use to pass legislation
• Excellent oral and written communication skills
• Effective, proven problem-solving skills
• Excellent organizational skills
• Demonstrated ability to be a successful leader
• Ability to influence, build consensus, and resolve conflict.

Other Influencing Factors Related to the Position:

The Second Vice President, Advocacy, of NFBPWC shall, at all times, consider
the impact on the membership when making decisions on behalf of NFBPWC.
They shall endeavor to manage the organization in a manner, which reflects
positively on NFBPWC in the community. They shall be familiar with and publicly
support the local, state, national and international advocacy and legislative
platform(s).

2.1.4 Position Name: Executive Secretary

Purpose of Position: To take and transcribe accurate minutes of all official
meetings of NFBPWC.

Duties of the Position: (In addition to those listed in the national bylaws)

• Record electronically the complete proceedings of all Executive Committee
meetings, Board meeting and the national Biennial General Assembly

• Within ten (10) days of each official NFBPWC meeting, provide the Executive
Committee with a draft copy of the minutes for approval before distribution

• Prepare a report of all interim actions of the Executive Committee for
presentation at the Board meeting and the biennial General Assembly. The
draft of this report will be sent to the Executive Committee at least five (5)
days prior to these meetings for review and approval. The report shall consist
of two parts: action items for information and action items for ratification by
the voting body.

• Prepare and submit to the President the official call for the national Board
meeting and the biennial General Assembly within the timelines prescribed in
the bylaws

• Distribute all documents for meetings to the appropriate members
• Represent and promote NFBPWC at various meetings and activities as

needed
• Maintain the organizational calendar

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Requirements of Position:

• Member in good standing of NFBPWC
• Previous experience in preparing organizational minutes
• Thorough knowledge of NFBPWC bylaws, goals, objectives, and policies and

procedures
• Knowledge of and access to word processing software. Able to set priorities

and complete tasks in a timely fashion.

Other Influencing Factors Related to the Position:

2.1.5 Position Name: Treasurer

Purpose of Position: To maintain the financial books and records of NFBPWC.

Duties of the Position: (In addition to those listed in the national bylaws)

• Advise and assist the Executive Committee in financial matters
• Maintain the activity of all NFBPWC bank accounts. This includes making

deposits, issuing checks, coordinating signatures and reconciling bank
accounts
• Prepare monthly financial statements including a balance sheet, profit and
loss statement, budget vs. actuals comparison and schedule of
disbursements and contributed expenses
• Review the budget vs. actuals comparison statement and advise the
Executive Committee of projected unfavorable variances and/or other issues
of concern
• Respond to all inquiries related to membership expenses and income
• Collect all membership dues
• Prepare year-to-date financial statements including a balance sheet, profit
and loss statement and budget vs. actuals comparison for the Board
meetings and the biennial General Assembly
• Lead the preparation of the annual budget for NFBPWC
• Coordinate the preparation of the annual income tax return
• Submit financial accounts for review as directed by the Executive Committee.
• Prepare the conference budget for the Biennial General Assembly with the
assistance of the President and the conference chair.
• Member of the Legacy Fund Committee

Requirements of Position:

• Member in good standing of NFBPWC
• Knowledge of bookkeeping skills
• Knowledge of Microsoft Excel and QuickBooks
• Access to a computer, printer, and the internet
• Knowledge of financial statement preparation
• Able to set priorities and complete tasks in a timely fashion.

Other Influencing Factors Related to the Position:

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• The Treasurer shall maintain appropriate fiduciary responsibility over the funds of
NFBPWC

2.1.7 Position: Young BPW (YBPW)

Purpose of Position: To support/advocate for young women between the ages
of 18 and 35.

Duties of the Position:

• Liaises with the International YBPW
• Chair the YBPW committee
• Coordinate meetings and training opportunities for the YBPW members
• Oversee the student membership – Student Momentum Club
• Be a source of contact for all new YBPW members, ancillary to their club’s

role in their membership
• Keep communication open of local, national, and international events to

YBPW

Requirements of Position:
• Member in good standing of NFBPWC
• Must be between the ages of 18 and 35 at the start of the term
• Minimum one-year Board of Directors or committee experience
• Knowledge and understanding of NFBPWC goals, objectives and history to

educate YBPW
• Excellent oral and written communication skills
• Effective, proven problem-solving skills
• Excellent organizational skills
• Demonstrated ability to be a successful leader
• Ability to influence, build consensus, and resolve conflict.

Other Influencing Factors Related to the Position:

The YBPW, of NFBPWC shall, at all times, consider the impact on the
membership when making decisions on behalf of NFBPWC. They shall endeavor
to manage the organization in a manner, which reflects positively on NFBPWC in
the community.

2.1.8 Position: Immediate Past President

Purpose of Position: To provide advice to the President and other officers. To
provide information to ensure a smooth transition from one executive to another.

Duties of Position:
• Advise and assist the President
• Assist in any projects that the President may request.

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Requirements of Position:
• Member in good standing of NFBPWC
• Have served the previous term as President

Other Influencing Factors Related to the Position:

• The Immediate Past President shall, at all times, consider the impact on the
membership when making decisions on behalf of NFBPWC. They shall
endeavor to manage the organization in a manner, which reflects positively
on NFBPWC in the community.

2.1.9 Position: Parliamentarian

Purpose of Position: To provide advice to the President and other officers,
committees and members on matters of parliamentary procedure and to help
ensure meetings are conducted in accordance with the organization’s bylaws and
Robert’s Rules of Order, Newly Revised.

Duties of Position:
• Advise and assist the President in matters of parliamentary procedure
• Consult with and advise officers and committee leaders regarding the

management and transaction of business at NFBPWC meetings
• Assist in developing the standing rules for NFBPWC’s biennial General

Assembly
• Coordinate presentation of bylaw amendments with bylaw committee
• Assist President with developing scripted agenda
• Act as protocol chair if there in none
• Ensure flag(s) are in proper placement in the room for in person meetings

Requirements of Position:
• Thorough knowledge of NFBPWC policies and procedures, Robert’s Rules of

Order, Newly Revised and basic parliamentary procedure
• Knowledge and understanding of NFBPWC goals and objectives.

Other Influencing Factors Related to the Position:

Remain impartial at all times, serving the needs of the organization through
advice and consultation in the efficient and fair conduct of business.

Position is appointed by the President and serves on the Executive Committee
with no voting privileges. See bylaws for further details.

2.2 Selection of National Committee Chairs

• Appointed by the President with the approval of the Executive Committee.

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2.3 Responsibilities of National Committee Chairs and Members

2.3.1 Responsibilities

• National Committee Chairs are expected to attend the Board meetings, and
the Biennial General Assembly.

• Chairs are expected to provide a monthly article to the e-Newsletter tokeep
the membership informed of the committee activities

• Quarterly Board Reports must be submitted to the Executive Secretary no
later than one week prior to the scheduled Board meeting outlining the
committee/organizations activities.

• An individual who does not perform all the duties of her position or who has
three unexcused absences from committee meetings may be requested to
resign from office by the national President

• Committees are recommended to meet at least quarterly
• Encourage each affiliate to provide a member to the committee

2.3.2 File and Resource Maintenance and Biennial Activity Summary

• Chairs are expected to maintain a file of the activities, procedures and
resource materials from their term, and stay current with national bylaws,
policies and procedures.

• Biennial reports are to be submitted 30 days prior to the Biennial General
Assembly

• Any recommendations requiring action at the Biennial General Assembly
must be directed to the President for presentation to the Executive
Committee at least 90 days prior to the Biennial General Assembly.

2.3.3 Future Program Ideas

• A summary of each committee chair’s objectives and plans for the year
should be submitted within 30 days of the Biennial General Assembly.

• Suggestions for future programs may be included in the year-end summary
report

2.3.4 Transfer of Committee Files

All files (electronic and paper) should be organized and transferred to the next
committee chair within in 60 days after leaving the position

2.4 Responsibilities of Committees

2.4.1 Public Relations Committee

Maintains effective communication with all audiences, i.e. media, legislators, etc.
and within NFBPWC:
• Develops and maintains effective communications internally and externally

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• Develops and maintains effective media relations
• Partners with Committee Chairs to promote external events
• Publicizes NFBPWC activities and achievements
• Prepares news releases
• Liaises with NFBPWC national information technology (website) for online

distribution.
• Biennial General Assembly

o Prepare press releases before event
o Prepare conference announcement for NFBPWC website
o Prepare press kits
o Post on Social Media

2.4.3 Lifelong Leadership and Learning Committee

Provides education and training to women that builds relevant leadership skills,
communication skills, and keeps members current on issues needed in the
workplace, their community, and the world.

• Develops and continually updates standard training modules that provide
professional and personal development.

• Identifies facilitators and provides ongoing facilitator training and support to
ensure effective delivery of standard training modules

• Facilitates standard training modules to affiliates, as requested through the
website or through facilitators.

• Provides an annual standard offering of training modules for all members.
• Develops and provides recordings of pre-recorded training modules in the

members-only area on the website
• Coordinates with other organizations to provide additional training

opportunities for our members.
• Works with internal and external partners to leverage their expertise and

networks to promote and expand opportunities to provide education and
training.
• Research new technology platforms and approaches to training and
development.
• Establishes and improves standard processes to support the delivery of
training while leveraging technology.
• Provides trainings to non-members at a nominal cost.

2.4.4 Finance Committee

Develops opportunities to increase the financial strength of NFBPWC:

• Develops and implements fundraising programs that minimize risk of loss
and maximize the return on members’ investment

• Provides technical support and training to federations, affiliates and
committees to assist in developing fundraising strategies and projects

• Acts as a resource to the federations and affiliates for fundraising activities
• Coordinates fundraising efforts
• Obtains sponsors for biennial General Assembly
• Follows up with sponsors to obtain banners, logos, program spellings
• Coordinate banner placement with host chapter

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• Send thank you notes to sponsors, along with photos and programs
• Return banners to sponsors
• Member of the Legacy Fund Committee

2.4.5 Advocacy Committee

Disseminates legislative information affecting NFBPWC members and the
community:

• Monitors and communicates information regarding state, national and
international legislative activities which affect women

• Reviews bills at the national level that affect our advocacy platform
• Publicizes NFBPWC’s position on advocacy platform
• Formulates NFBPWC’s legislative platform
• Builds legislative coalitions with other organizations
• Provides technical support and training to federations and affiliates regarding

legislation
• Coordinates the One Click Politics platform and notifies members when there

is a campaign
• Present proposed advocacy platform at biennial General Assembly
• Present any advocacy resolutions

2.4.6 Membership Committee

Promotes an increase in membership:
• Develops and implements a marketing plan to increase membership
• Develops and implements a plan to retain members
• Provides technical support and training to federations and affiliates to retain

and increase membership
• Supports opportunities for the creation of new chapters/clubs
• Committee Leader: Provides leadership for the committee. Reports all

committee activities to the first vice President.

2.4.7 Nominations Committee

Highlights and mentors’ people to participate on the following term’s officers and
leadership committees.

• Coordinates the solicitation of officers and volunteers for the following term.
• Identifies potential talent and encourages their professional development and

involvement on committees
• Biennial General Assembly

o Obtain bios of nominees and forward to the NFBPWC website
manager

o Present slate of nominees at biennial General Assembly
o Host candidate’s forum
o Coordinate elections with biennial General Assembly chair

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2.4.8 Environmental Committee

Educates and inspires NFBPWC members to affect change to our
environment that will promote sustainability and regeneration.

• Encourages all NFBPWC chapters to have zero waste events
• Educates members about environmental issues at personal and business

levels to advocate for science and for change
• Provides an annual environmental program which inspires hope for a

sustainable future
• Support national bills that advocate for science, sustainability and

regeneration
• For the Biennial General Assembly, work with individuals and venues to

encourage a zero-waste function at the Biennial General Assembly.

2.4.9 Health Committee

• Educate and encourage all NFBPWC chapters to have health awareness
programs

• Provide an annual program on women’s health
• Support national bills that support women’s health.

2.4.10 International Relations

• Educate NFBPWC chapters on events and programs that are happening at
the International Level.

• Participate in the Regional meetings

2.4.11 Small Business

• Serve as a liaison between NFBPWC and members who are small business
owners

• Provide information and guidance to members who would like to start a small
business

• Keep in touch with SBA (Small Business Administration) and inform
members of changes taking place

• Share information on free SBDC seminars
• Encourage small business members to register their business on the

National website.
• Provide an annual seminar for small business owners
• Support national bills that support small businesses
• Hold monthly meetings via Zoom with a business-related topic

2.4.12 Mentoring

• Educate NFBPWC chapters on the advantages of being a mentor and being
mentored

• Work with members to match up mentors and mentees
• Monitor and revise (as needed) the application, agreements, and evaluations
• Manage applications, mentoring relationships agreement and evaluations

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• Gather evaluations from those matched to monitor program’s evolution
• Keep information on website current

2.4.13 Rapid Response

• Work with the Advocacy committee
• Notify members when there is an issue that needs immediate attention to

notify legislators
• Notify members NFBPWC’s position on current issues

2.4.14 Bylaws

• Work with Federations and Affiliates on their bylaws.
• Review and approve all Federation and Affiliate bylaws and bylaw changes
• Submit all changes to the National bylaws 30 days prior to the Biennial and

General Assembly
• Review and present Resolutions for consideration to the membership
NOTE: Suggest changes to the National Bylaws must be submitted to the
Bylaws Chair 60 days prior to the Biennial and General Assembly

2.4.15 Young BPW Committee

• Liaison with Federations and Affiliates’ Young BPW Chairs
• Participate on the International Young BPW committee (if selected)
• Provide an annual program for all Young BPW members (online or In-person)
• Work with the membership committee to increase Young BPW members

2.4.16 United Nations
• Liaison with the United Nations representatives
• Work with the CSW Chair
• Report on activities of the United Nations

2.4.17 Legacy Fund

Oversees the Legacy funds’ investments and disbursements.

• Ensures that the funds are properly invested for the use of the Federation.
• Develops guidelines for how the funds are to be used.
• Determine the amount of the funds that can be used annually.
• Committee Membership:

o Minimum of 5 = 3 from EC (current or past)
o Treasurer and Finance Chair on the Committee
o The Chair will be selected by committee members
o President is an Ex Officio Member

Application process – Members to be approved by the EC
o Mixed membership - not from same affiliate or federation
o Demonstrated experience in financial management
o Membership - min 5 years

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o Has held a leadership position in NFBPWC (EC, Board, Standing
Committee Chairs)
o Term - 2 years - reappointed to consecutive terms
o Cannot benefit financially from serving on committee

2.5 SPECIAL COMMITTEES

2.5.1 Digital Training

• Provide training and guidance to all federations and affiliates on how to use
various digital platforms.

• Conduct monthly online training

2.5.2 Diversity, Equity and Inclusion

• Provide an annual program

2.5.3 Military-Affiliated Women

Military-Affiliated Women includes current and former servicemembers, as well as
spouses from the US Armed Forces (US Army, US Air Force, US Coast Guard, US Navy,
US Marines, as well as Guard and Reserve.)

Purpose of Position: To promote and support efforts relating to advance and support
Women within the Armed Services. To serve as an appointed officer on the Executive
Committee of NFBPWC. To represent the members throughout the nation when making
contact with those outside NFBPWC regarding any matter related to NFBPWC,
especially related to local, state, national and international advocacy, and legislative
platforms.

Duties of Position: (In addition to those listed in the national bylaws)
• Act as the liaison and ambassador between the federation and other military related
programs
• Assist committee leaders as necessary in conducting committee meetings and
activities
• Act as liaison and ambassador of the federation before programs of interest within
the military community
• Assume responsibility for overall function and content of Military-Affiliated Women
committee and reside as Chair of such committee.
• Invite, evaluate, and determine chapter and affiliate recommendations for military
advocacy

Requirements of Position:
• Member in good standing of NFBPWC
• Minimum 4 years (1 term) of Active or Reservist service within one of the 5 (Army,
Navy, Air Force, Marines and Coast Guard) and an Honorable Discharge or military
spouse who has a direct interest in promoting the intentions of the Military-Affiliated
Women Committee -Member of a National Service Organization (VFW, DAV, Wounded

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Warrior program, etc.)
• Thorough knowledge and understanding of NFBPWC goals and objectives
• Excellent oral and written communication skills
• Effective, proven problem-solving skills
• Excellent organizational skills
• Demonstrated ability to be a successful leader
• Ability to influence, build consensus, and resolve conflict

Other Influencing Factors Related to the Position:
The Chair, Military-Affiliated Women shall, at all times, endeavor to manage the position
in a manner, which reflects positively on NFBPWC in the community. They shall be
familiar with services and programs that benefit military affiliated women and specifically
military affiliated women in transition.

2.5.4 Elimination of Sexual Harassment

2.5.5 Website

The website is currently built in Wild Apricot. The Website Chair is the overall
webmaster of the NFBPWC website. The web chair must always be mindful of
what is on the NFBPWC homepage and public areas of the site since
nonmembers and media use that to see what NFBPWC is all about.

Responsibilities
• Maintain the national website with updates aimed at three separate

audiences:
• the outside world
• the club members
• the press

• When expanding upon the current site, if not requested by the executive
team, obtain approval of the executive team prior to starting the work effort.

• Handle any technical dealings pertaining to the website with Wild Apricot.
• Though national committees and Affiliates are responsible for sending the

Website Chair updates to their pages, the Chair should attend quarterly
eBoard meetings, as well as occasional committee meetings to help gather
content and ideas for the website.

• Work closely with each national committee lead, especially the PR
and Membership committees to make sure the website is
successfully aiding in their committee objectives.

• Make design and graphics decisions, template updates or changes, and
redesigns as needed.
• A color palette for all marketing deliverables is at the end of this
document this should be used by National and all Federations and
Affiliates.

• Backup the website on a quarterly basis and store the files on an external
hard drive and keep 3 backups on the hard drive.

• Populate the Bi-weekly Event Guide email template every 2 weeks with
current event information taken from the home page and email it to the entire
NFBPWC distribution list (members and non-members)
• This is a regular touch point to non-members so it must look
professional and work to build trust and interest in NFBPWC.

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• Regularly review the Privacy Policy and Event Registration Terms &
Conditions to make sure they are up to date.
• The privacy statement on the website states how NFBPWC collects,
handles and processes data that we collect. When updating this
page, update the “Last Updated” date at the top of the Privacy
Policy.
• The Event Registration Terms & Conditions statement sets out the
terms and conditions between NFBPWC and the registrant when
they register for any event or conference organized by NFBPWC.

• Ensure Board meetings and biennial General Assembly information and
registration forms are on the website no later than 60 days prior to the
respective meeting dates

Content Submissions –
• All submissions for the website must only use approved images (or images
that have been purchased or provided legally, for use by NFBPWC).
• EVENTS: Post calendar events submitted by committee and Affiliate leaders
via emailed to [email protected].
o Committee and Affiliate leaders wanting something posted on the
website calendar of events should utilized this process:
https://nfbpwc.org/NFBPWC-Marketing-Articles/11235326
o When posting the event, tag appropriately so that the event appears
on the Home page and relevant public-facing committee page.
o Because of the workload, ideally the Website Chair would have an
Event Manager as part of the Website Committee to handle this work
effort.
• BLOG POSTS: Post Blog entries submitted by national committee leaders.
o National Committee Chairs must submit their blog posts to the
Website Chair via email; attaching image files and a Word doc with
text.
o Because of the workload, ideally the Website Chair would have a
Blog Manager as part of the Website Committee to handle this work
effort.
• MEMBER SPOTLIGHT: Post member spotlight content submitted by
members.
o Members follow this submission process:
https://nfbpwc.org/Spotlight-submission-form
• NATIONAL MEMBER BUSINESS DIRECTORY: Post member business
information submitted by members.
• Members follow this submission process:
https://nfbpwc.org/Business-Directory-Submission-Form

Technical Knowledge
• Know what HTML and the Wild Apricot platform are and have a comfort level

to work with them.
o Knowledge of CSS and JavaScript is recommended

Instructions for Using the Website

• NEW ACTION: Set up Google analytics for the website:
https://gethelp.wildapricot.com/en/articles/221-tracking-website-traffic
• Google Analytics will track the number of page views, unique
visitors, and average visit duration, among many other metrics to
help NFBPWC understand A) what visitors are doing on the website
and B) improve site content.

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• Follow this Wild Apricot backup process to backup information:

https://gethelp.wildapricot.com/en/articles/110-backing-up-your-data.
• Items you can export
▪ Contact database
▪ Event registration details
▪ Invoice list
▪ Payments and refunds
▪ Email log
▪ Resource files
▪ Individual web pages
▪ Archiving website

2.5.6 E-Magazine

• Serves as the official publication of NFBPWC and is available to every
member.

• Should be published monthly
• Editor works closely with the President, outlining the features for each issue,

and with the other committee chairs in setting up the format and deadline
dates.
• First issue following biennial General Assembly should include:

o Roster of national officers and national committee chairs
o Reports of conference action and activities including the legislative

public policy statement, bylaw changes, resolutions and other items
of interest

Other issues throughout the year should include:

• Information regarding Board meetings
• Action taken at Board meetings
• Information from officers and committees of interest and concern
• Advance information regarding Board meetings or biennial General

Assembly

2.5.7 Zoom Manager
• The Zoom Manager is responsible for providing access and assistance to

members who wish to use the Zoom account(s) for meetings.
• The duties include:

• Safeguarding the access to the accounts
• Primary scheduler for all meetings on both accounts
• Ensuring Hosts are trained and familiar with how to use/run a Zoom

meeting and the particular policies for using the NFBPWC Zoom
account(s)
• Keeping up to date on the most current Zoom information
• Access:
• Access to the EC Zoom account is only available to the Zoom
Manager, and the Executive Committee. The logon and password
will not be shared with any other member to protect the integrity of
the organizational information.

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• Access to the 2nd Zoom account may be provided only to those
individuals who have been approved in advance to host meetings on
the NFBPWC account.

• Hosts must be approved by the Zoom Manager before being given
access to the logon/password information for the Zoom Manager
account.

• To become an approved host, the applicant will need to go through a
training process to ensure they know how to access and use the
account within the guidelines set and the current processes of Zoom.
This training process is coordinated through the Zoom Manager.

• Host access is not permitted to any non-member

• Scheduling:
• Zoom Manager will be the primary person responsible for additions
to the Zoom Calendars. In their absence or when necessary,
members of the Executive Committee may make additions but must
notify the Zoom Manager via email of their actions.
• Approved Hosts will not set their own meetings on the calendar.
• Meetings should not be scheduled within 45 minutes of each other.
This ensures that “Meeting A” and “Meeting B” will not overlap each
other.
• When the meeting is scheduled on the calendar, the scheduler will
provide the requester with the full Zoom invite, as well as letting
them know if there is another meeting scheduled immediately before
or after their meeting.
• If a meeting is canceled or rescheduled, the responsible host should
contact the Zoom Manager so they can free up that time on the
calendar.
• Zoom meeting times should not be scheduled within 45 minutes of
each other
• The primary purpose of this is to ensure the meeting hosts have time
to get on before their meeting and be set up at the time the meeting
is to begin. *If a meeting host feels they need an excessive amount
(more than 20 – 30 min) of prep time prior to the start, they need to
make that known to the scheduler.

• Usage:
• There are two Zoom Accounts.
• The EC account is the parent account and access is only permitted
to the Executive Committee due to the sensitive nature of
information included there. Executive Committee meetings are
scheduled on the EC account to free up that time on the Zoom
account for member requests.
• The Zoom account is the second account and is the primary meeting
account and should be used for member requested meetings as well
as the Board of Directors meetings.
• Use of the Zoom account is permitted by NFBPWC members and for
NFBPWC or subsidiary federations/clubs/committees only.

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• Recording Meetings:
• As a general policy – meetings that require recording, should be
recorded to the computer of the responsible party, not to the Cloud
file.
• Meetings recorded to the Cloud file should be removed from that file
by the responsible party no later than 3 days following the meeting.
Failure to do so may result in information being deleted.

2.5.8 Special Committees / Task Forces (not already defined in this document)

• At the request of the President and with the approval of the Executive Committee, a
special committee or task force may be formed to meet needs not already served by
existing committees.

• Special Committees address topics not covered under the Standing Committees.
• Task Forces are narrower in scope, appointed to deal with specific and nonrecurring

issues. They are shorter in duration and normally discharged upon completion of
their report.
• The President and Executive Committee determine the definition and scope of the
committee

o President/EC will provide written guidance to the Special Committee / Task
Force Chair outlining the expectations for that committee/task force.

o This guidance will be included in the minutes of the next Board of Directors
meeting following the formation of this committee/task force.

• Special Committees and Task Forces are considered non-voting members of the
Board of Directors but are subject to the same expectations/ requirements of all
Board members.
o Will provide written quarterly reports to be included in the Board of Directors
Quarterly Report document.
o Attend quarterly Board of Directors meetings

3.0 POLICIES AND PROCEDURES MANUAL

3.1 Revision and Amendments

• This Policies and Procedures Manual may be updated at the Biennial General
Assembly or at a Board of Directors meeting. The revisions will be submitted to the
bylaws chair. Revisions and amendments must be distributed to members 30 days
prior to them being voted upon.

3.2 Distribution of Manual

• Upon receipt of the approved version, the bylaws chair will be responsible to provide
the latest version to be shared with the Federations and Affiliates and on the
NFBPWC website.

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4.0 BYLAWS

4.1 Bylaws Process (In addition to those listed in the state bylaws):

• Proposed amendments shall be submitted to the bylaws chair 60 days prior to the
biennial General Assembly

• Proposed amendments shall be distributed to the members 30 days prior to the
biennial General Assembly.

• Following the biennial General Assembly, the outgoing bylaws chair shall prepare the
appropriate documents for publication and distribution.

4.2 Federation and Affiliate Bylaws

• When mandatory changes are required in Federation and Affiliate bylaws following
biennial General Assembly, the bylaws chair shall immediately notify the Federation
and Affiliate Presidents, in writing, and publish the changes.

5.0 NFBPWC BUDGET AND FINANCES

5.1 Preparation of national budget
• Prepared by Finance Chair and Treasurer
• Presented at the biennial General Assembly and winter Board meeting for
consideration and adoption
• After its adoption, serves as a guide for expenditures for the fiscal year
• Comparative budget prepared by the Treasurer for information and distributed at
Board meetings and biennial General Assembly.

5.2 Depository of Funds

• Upon recommendation of the Treasurer, the Executive Committee, at its first
meeting, shall review and approve financial institutions for deposit of NFBPWC
funds.

5.3 Vouchers
• Must be submitted for all authorized expenses with receipts attached
• Must be submitted within ninety (90) days of incurring expense
• One (1) copy sent electronically to the national Treasurer.
• The Executive Committee must approve non-budgeted expenses.

5.4 Fundraising

• The Executive Committee must approve any fundraising activities using the name of
NFBPWC.

5.5 Annual Financial Review of the Books & Records of NFBPWC

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5.5.1 Fiscal Year
• The fiscal year-end of NFBPWC is December 31. At least biennially, a

committee of one to two people, other than the Treasurer and/or Finance
Chair, should perform a financial review of the books and records. If a
financial review committee is not assigned, a CPA firm may perform an
independent accountants’ review report in accordance with Statements on
Standards for Accounting and Review Services issued by the American
Institute of Certified Public Accountants

5.5.2 Purpose of the Finance Review

▪ To determine that there are records to support the financial transactions of
the organization

▪ To determine that invoices or receipts support cash disbursements
▪ To determine that the expenditures have been properly authorized
▪ To determine that the bank reconciliations are being performed monthly
▪ To determine that the balances per the bank reconciliations match the cash

reported on the financial statements
▪ To provide recommendations for improvements.

5.5.3 Annual Report

• The financial review report should be presented to the Board of Directors
with a signed copy given to the recording secretary to be retained with the
minutes.

• If performed internally, the NFBPWC chair of the financial review committee
will present the report of the financial review committee. The report should be
on NFBPWC letterhead and dated as of the day of the examination.

• The financial review report should be recorded as follows:

(Date)

To the Board of Directors of NFBPWC:

We have examined the books and records of the NFBPWC for the period noting
that:
A. There are adequate records to support the financial transactions

of the organization.
B. Invoices or receipts support cash disbursements.
C. The expenditures have been properly authorized.
D. Bank reconciliations are being performed monthly.
E. The balances per the bank reconciliations match the cash reported on the

financial statements.

In addition, we have provided the Executive Committee with our
recommendations for improvements.

Sincerely,

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________________________________

Financial Review Committee Chair (name and contact information)
Members of the Financial Review Committee: (name and contact information)

If performed by a CPA firm, the independent accountants’ review report should be on
letterhead, dated, and signed. It should be presented to the Board of Directors as part of
the Treasurer’s report.

6.0 BOARD OF DIRECTORS MEETINGS

• The Board of Directors will meet quarterly
• The time and date to be determined by the Executive Committee
• The meeting will be held via Zoom or another similar online program
• An annual Board meeting may be held in person at the discretion of the Executive

Committee

7.0 BIENNIAL GENERAL ASSEMBLY

The NFBPWC biennial General Assembly meets every other year in July or August

• Plans for the next conference should be started one year prior to the meeting
• The time and place of the conference, together with the deadline for making meal

and lodging reservations, shall be included with the Official Call published on the
NFBPWC website by March 1.
• Pursuant to the duties of the Executive Secretary, the Official Call is sent to each of
the members.

7.1 The Biennial General Assembly Committee

7.1.1 Members are the President, Conference Chair, and Registration Chair.
• All advance arrangements should be made with the President. During the

conference, however, the President must be free from details.
• The conference chair is appointed by the President and directs all

conference committees. The chair also designates duties of the host
federations/affiliate along with the President.

7.1.2 Conference Chair Responsibilities:

• Coordinate conference needs with hotel
• Coordinate need for support with host federation/affiliate
• Coordinate with federation/affiliate and with committees to determine

logistics needs
• Send thank you note to hotel
• Oversee site setup
• Order audio visual equipment

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• Ensure there is a U.S. Flag at the biennial General Assembly
• Set date of conference with the Executive Committee
• Determine location of conference with the Executive Committee
• Negotiate with hotel and have President sign final contract
• Obtain a conference coordinator to act as liaison with hotel
• Meet with federation/affiliate and conference coordinator to establish

expectations, timelines and tasks
• Arrange for copies to be made of registration package, being mindful of the

zero-waste policy for all NFBPWC meetings
• Coordinate designing and printing of biennial General Assembly programs.

7.2 Federation/Affiliate Chapter
• A federation/affiliate wishing to host the conference should present request to the
Executive Committee at least 12 months in advance
• The host federation/affiliate shall be chosen by the Executive Committee
• The host federation/affiliate shall be responsible for presenting dates and an
adequate meeting place with lodging facilities and meals to the NFBPWC Executive
Committee at least 10 months in advance
• The date and site must be approved by the Executive Committee
• A budget for the conference is prepared by the host federation/affiliate and presented
to the Executive Committee for approval at least 8 months in advance
• The host federation/affiliate

7.2.1 Host Federation/Affiliate Responsibilities:

• Invite a local dignitary to welcome members to conference (Maximum of
three (3) minutes)

• Obtain electronic and paper files from host of prior conference
• Review contents of files to determine if anything needs to be ordered
• Coordinate with state Treasurer for missing supplies
• Determine what signage and/or table tents will be required
• Prepare table tents
• Make sure meeting room has appropriate items, i.e. props and audio visual

equipment
• Coordinate with Conference Chair regarding U.S. Flag, microphones,

overheads (if necessary), etc.
• Maintain hospitality room, if applicable
• Notify conference coordinator of meal counts from registration
• Prepare final report of funds collected and guarantees made for meals
• All meals and beverages
• Collect name badges and ribbons at end of conference
• Collect evaluation forms and forward them to the President
• Send thank you to the local dignitary.

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7.3 Registration

• A registration site will be setup accessible to all members and nonmembers from the
NFBPWC website.

• From the registration site, the Registration Committee downloads a list of names to
aid in the registration process.

• The registration committee arranges a convenient registration area where, at
scheduled times, prior to and during conference, the committee processes
preregistered attendees and accepts fees for registrations and meals not previously
paid.

• Should a problem arise at the time of registration, the Parliamentarian or President,
when absolutely necessary, may be consulted to solve the problem.

• The registration committee’s responsibilities are:

• Prepare for on-site registration
• Prepare name tags
• Be available to welcome arriving members and guests
• Ready at all times to assist members and guests
• Prepare registration packets which include name tags, meal tickets and the

program
• Hand out registration information
• Collect meal tickets
• Preparing the registration committee report.
• The registration committee reports the total number of voting members, guests

and total registration at the close of the conference or at any other time
requested by the President or any member having a valid reason for requesting
the report. This report is to be included in and attached to the conference
minutes.
7.4 Guests

• Guests shall go directly to the designated registration area. Upon verification that all
fees have been paid, guest will be given name badges and other materials.

7.5 Biennial General Assembly Program
• The conference committee is responsible for the program and speakers
• The program shall consist of a NFBPWC business meeting and an installation of
officers for the next term.
• The biennial General Assembly program and speakers must be approved by the
Executive Committee

7.6 Finances

• Conference finance committee prepares a budget for the biennial General Assembly
and approves bills for payment.
Comprised of:

• Treasurer, as chair
• President
• Conference chair
• The Treasurer receives all funds and pays all authorized bills.

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7.7 NFBPWC Business Meeting Program

7.7.1 The President appoints chairs for the following committees:

• Credentials
• Elections
• Exhibits
7.7.2 Protocol

All details must be decided, and ample time allowed for discussions, including

the following:

• Report of the Credentials Committee
• Report of the Rules Committee
• Adoption of the Conference Program
• Report of Nominating Committee
• Presentation of Financial Statements
• Reports and Recommendations of Officers
• Recommendations of Committee Chairs and others
• Any Proposed Amendments to Bylaws
• Correspondence
• Report of Executive Committee
• Items requiring ratification
• Unfinished Business
• Election of Officers
• New Business
• Adoption of Proposed Budget
• Adoption of Advocacy Platform
• Courtesy Resolutions
• Announcements

7.8 Reports
• All reports by officers and committee chairs shall be sent to the President
electronically 30 days prior to the conference for inclusion in the program

• Credentials Reports
• The credentials committee reports in writing to the President, the recording
secretary, and the parliamentarian at the opening of the first business session
and immediately before voting for offices
• At any other time requested by the President or any member having a valid
reason for requesting the report
• The report must include the following: the number of eligible voting members
present and the date and time the report was completed
• The reports of the credentials committee are to be included in and attached to
the conference minutes.

7.9 Quorum
The presiding officer shall determine if a quorum is present.

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7.10 Voting

All members in good standing who attend the business session and pay the conference
registration fee may vote.

7.11 Election Committee

Usually consists of three (3) members from different federations/affiliates (one being a
member of the credentials committee. Tasks include:

• Prepares the ballots
• Provides a ballot box
• Act as tellers
• Supervise and report to the President the outcome of the election, including the

number of votes for each nominee.

7.12 General Information

The President and conference chair are responsible for letters of thanks to nonmembers
who have contributed to the success of the conference.

8.0 MEMBERSHIP

8.1 Membership/Orientation Materials
• There is a membership onboarding video available for all new members.

8.2 National Membership List – Release Policy

• Membership list is not to be released without the permission of the members.

8.3 Starting a New Federation/Affiliate

Responsibility of Vice President Membership
Following is a guideline checklist:
• Prepare Bylaws and send to National Bylaws Chair for approval
• Obtain commitments for officers
• Determine format and time of monthly meetings
• Provide leadership training
• Coordinate charter event

8.4 Membership Requirements

• State Federation
o Have three (3) or more chapters/clubs and a minimum of 60 members.
o U.S. Territories or Possession must maintain one (1) chapter/club

• Affiliate Chapter/Club
o Is in a state where there is no other chapter/club or no more than 2 other
chapter/clubs.

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• Virtual Affiliate Chapter/Club
o Composed of members that do not live near any existing Affiliates and want
to connect virtually across the United States.

9.0 STATE FEDERATIONS/AFFILIATES

9.1 Biennial Report
Purpose is for federations/affiliates to document accomplishments for the previous two
years.

9.2 Federation/Affiliate Files
9.2.1 Each Federation/Affiliate should have, in its permanent file, at least one copy of the
following:
1. Federation/Affiliate Bylaws
2. NFBPWC Federation Bylaws
3. NFBPWC Policies and Procedures Manual
4. Current Edition of Robert’s Rules of Order, Newly Revised.

9.2.2 Each member should have electronic access to bylaws.
• Electronic files containing all materials should be passed on to the new
officers and committee leaders at the end of each organization term.

9.2.3 Notify the National Federation when there is a change in leadership

10.0 ENDORSEMENT FOR PUBLIC OFFICE POLICY
10.1 Endorsement for Public Office
• NFBPWC may not endorse a person for any public office
• State Federations/Affiliates are free to endorse candidates for elective or
appointive offices, subject to its bylaws, and the Policy and Procedures Manual of
the State Federation/Affiliate
• All candidates seeking endorsement to either elective or appointive posts must
uphold the Federation objectives and endorse the State Legislative Platform.

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11.0 FORMS AND PROCEDURES

11.1 Nomination Form for National Officers

CANDIDATE FOR ELECTIVE OFFICE DATA
Complete this form and attach a one-to-two-page summary of your qualifications for Office.
NAME OF CANDIDATE ______________________________________________________________
ADDRESS: ________________________________________________________________
CITY _________________________ STATE _________________________
PHONE NUMBERS BUSINESS ___________ HOME ______________
CELL ___________________
E-MAIL ADDRESS _______________________________________________________________
AFFILIATE CHAPTER/CLUB ____________________________________________________________
FEDERATION (if applicable) ___________________________________________________________
OFFICE SOUGHT:

_______ President
_______ First Vice President - Membership
_______ Second Vice President - Advocacy
_______ Secretary
_______ Treasurer
_______ Young BPW Representative (if the bylaw amendment passes)
_______ Nominations Chair (not an officer – an elected chair)
****************************************************
CANDIDATE CONSENT TO SERVE:
I, _______________________________________, agree to serve as _____________________________

if elected by the NFBPWC Biennial General Assembly body.

Signed: __________________________________________ Date: _________________________

SUMMARY STATEMENT OF CANDIDATE
BPW SERVICE, LEADERSHIP ROLES AND ACCOMPLISHMENTS (200 words or less)

AFFILIATE CLUB ENDORSEMENT OF CANDIDATE

NAME OF CANDIDATE ___________________________________________________________
OFFICE FOR WHICH BEING ENDORSED ____________________________________________
SUBMITTED BY: ___________ ____________________________________________________
PLACE OF MEETING ____________________________________DATE_____________________
SIGNED AFFILIATE CLUB _________________________________________________ ______

******************************************************************************
STATE FEDERATIONS ENDORSEMENT OF CANDIDATE

(California and Colorado only)

NAME OF CANDIDATE _____________________________________________________________
OFFICE FOR WHICH BEING ENDORSED ______________________________________________
SUBMITTED BY: ___________ _______________________________________________________
PLACE OF MEETING ________________________________DATE_________________________
SIGNED FEDERATION PRESIDENT ____________________________________________________
SIGNED FEDERATION SECRETARY ____________________________________________________

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ********
REMINDER: Article X, Section 4 of our bylaws states "No more than two candidates from the same State Federation or Affiliate Club

shall be nominated." It will be up to the State Federation or Affiliate Club, to decide which two candidates go
forward, should there be multiple candidates.

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11.2 Sample Registration – for meetings

11.3 Sample Guidelines for Courtesy Resolutions

This model for courtesy resolutions was adopted for use at conferences and Board
meetings. It is based on Robert’s Rules of Order, Newly Revised

“Ordinarily courtesy resolutions express the appreciation of the conference to those who
arrange accommodations for its physical needs or rendered it service.”

• (Conference) WHEREAS, NFBPWC, Inc. of the United States of America, in

conference assembled …

• (Board Meeting) WHEREAS, the Board of Directors of the National Federation of
Business and Professional Women’s Clubs, Inc., in Board meeting assembled …

at is meeting this ______ day of _______________, 20 ____, at _________________

(City) has enjoyed the hospitality extended by the ___________________________
(Federation/Affiliate); and has appreciated all the consideration and generosity of the
members in providing every convenience and comfort, as well as the excellent
entertainment for all who are in attendance at this (conference)(Board meeting); and

WHEREAS, the management of the __________________________(hotel)(motel) has
made every effort to provide suitable and pleasant facilities for the benefit of all who are
in attendance at this meeting; and

WHEREAS, the members have been privileged to have heard
________________________ (names of guests speakers, outside entertainers, etc., with
title of address or subject matter, as appropriate); and

BE IT RESOLVED, that sincere appreciation be extended to all who have contributed to
the success of this (conference)(Board meeting), and that appropriate letters be written to
those non-members mentioned herein.

Signed: ____________________________________________
(Conference Chair)

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11.4 Expense Voucher

Member Name:
NFBPWC Position:
Account to be Charged:

Payment Name Purchased Reason for Amount Spent Amount to be Comments
Date From Purchase $- Reimbursed
$-
$- $-

$-

$-

Event Name of Event Host Reason for Amount Spent Amount to be Comments
Date Organization Attendance Reimbursed

$- $-

$- $-

$- $-

Travel Starting Address of Mileage Destination Govt No. of Miles (mapquest) Amount to be Comments
Date Address of Allowance Reimbursed
Per Mile
Travel $-
0.575
$-
0.575
$-
0.575

Pick Transmittal Type: Total to be Reimbursed $ -

PayPal Address:
Check Payable to:
Address:

Zelle Address:

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11.5In-Kind Contribution Voucher

An in-kind contribution is a payment made with goods or services, rather than money. To
be recognized as a contribution, the goods or services must create or enhance a
nonfinancial asset and/or require a specialized skill that the contributor has and would
typically need to be purchased if not provided through contribution. The value of the in-
kind contribution is recorded as a contribution in the operating revenue and support
section of the statement of activities and as an expense in the statement of functional
expenses as a natural expense line item.

Common in-kind contributions are:
• Donated auction items
• Public service announcements (PSA)
• Free usage of space
• Donated professional services (accounting, legal, consulting, web design, etc)
• Food
• Clothing
• Products (e.g., books or printers)
• Equipment
• Collection items
• Donated stock

Some guidelines to help understand if a donation can be counted as in-kind:
• If you are gifted a service that you would normally purchase for an event. For

example, if your scouting troop would have paid to cater the annual blue and
gold dinner but, a scout’s parent offered the service free-of-charge from their
catering company, this would be considered an in-kind donation. However, if the
event has always been a potluck but the parent’s catering company offered to
provide some catered items, it would not be considered an in-kind donation.
• Volunteer hours can count as in-kind services, but only if the volunteer is providing
a professional skill and is being used to provide that skill. Let’s assume your
homeowner's association (HOA) needs a lawyer to review a change to the
bylaws. If one of the members of the HOA has specialized skills (e.g., they is a
lawyer and offers to review and provide guidance on the bylaw structure at no
cost), this would be considered an in-kind donation.

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NFBPWC IN-KIND CONTRIBUTION FORM

Member Name:

NFBPWC Position:
Account to be
Charged:

Donation Item Description Reason for Contribution Fair Market Total Comments
Date Value Contribution
$
$ -
- $
$ -
- $
$ -
- $
$ -
- $
$ -
- $
$ -
- $
$ -
-

TOTAL IN-KIND CONTRIBUTION $
-

Fair market value is a determination of
what one could reasonably expect to
receive for the product on the open
market. So, in simple terms, it’s what the
general public is willing to pay for that
commodity.

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