CAEYC Governing Board Job Descriptions

Executive Office President

Term of Office 4 years: One(1) year as President-Elect, serving in conjunction and collaboration with the Past-President, two (2) years as President, and one (1) year as Past-President, serving in conjunction with the President-Elect.

General Function
The Governing Board President is the senior volunteer leader of Coastal AEYC and presides at all CAEYC meetings. In addition to supporting the leadership development of other board members, and guiding CAEYC’s vision, the President oversees implementation of policies and ensures that appropriate administrative systems are established and maintained.

Key Responsibilities
· Serves as the primary volunteer of the organization
· Provides leadership to the Governing Board
· Chairs meetings of the Governing Board after developing the agenda with executive officers and committee chairs
· Chairs and facilitates at least one standing committee
· Serves ex officio as a member of committees and attends their meetings when invited
· Facilitates the Governing Board with annual and ongoing strategic planning
· Helps guide and mediate Governing Board actions with respect to organizational priorities and governance concerns
· Monitors financial planning, financial reports, and fundraising activities
· Evaluates the performance of the organization in achieving its mission and complying with the NAEYC Affiliate Chapter Roles and Functions on both an annual and ongoing basis
· Performs other responsibilities as assigned by the board

Requirements
Current membership in Coastal AEYC
Ability to engage in volunteer activities equivalent to five (5) hours each week
Regular access to a computer, telephone, and email account
Comprehensive understanding of Coastal AEYC's' objectives, organization, and services
Commitment to Coastal AEYC’s mission, values, and goals
Additional desirable qualities of a successful candidate
Knowledge of and influence in the early childhood community
Professional ethics as outlined by NAEYC position statements
Ability to understand concepts, articulate ideas, and build networks within and across diverse groups
Proven ability to lead the organization


Executive Office Vice President
Term of Office Two Years

General Function
The Governing Board Vice President is responsible for membership development through the supervision and support of standing committees and implementation of local activities and events. In addition, the CAEYC Vice President must be prepared to assume the role of President as needed and assist the President in the execution of his or her duties.

Key Responsibilities
Serves as primary assistant to the President
Appoints the chairpersons of committees, in consultation with other board members
Manages and supervises all committees, including recruiting chairs as needed
Chairs and facilitates at least one standing committee
Serves ex officio as a member of committees and attends their meetings when invited
Chairs meetings and assumes other duties in the event that the President is not able
Conducts an annual customer service survey of all CAEYC members
Reviews bylaws and policies annually, amending as needed
Performs other responsibilities as assigned by the board

Requirements
Current membership in Coastal AEYC
Ability to engage in volunteer activities equivalent to five (5) hours each week
Regular access to a computer, telephone, and email account
Comprehensive understanding of Coastal AEYC's' objectives, organization, and services
Commitment to Coastal AEYC’s mission, values, and goals

Additional desirable qualities of a successful candidate
Knowledge of and influence in the early childhood community
Professional ethics as outlined by NAEYC position statements
Ability to understand concepts, articulate ideas, and build networks within and across diverse groups
Ability to communicate with members and act as a liaison between members and the Governing Board


Executive Office Treasurer
Term of Office Two Years

General Function
The Governing Board Treasurer serves as the financial officer for the board, maintaining budgetary records for the association and monitoring membership status.

Key Responsibilities
· Draft annual budget, prepare income/expense reports as needed
· Receive bank account statements, membership payments
· Deposit payments and pay bills as needed
· Draft and update scholarship applications, solicit potential applicants, contact recipients
· Contact new/expiring members
· Chairs and facilitates at least one standing committee
· Performs other responsibilities as assigned by the board

Requirements
Current membership in Coastal AEYC
Ability to engage in volunteer activities equivalent to five (5) hours each week
Regular access to a computer, telephone, and email account
Comprehensive understanding of Coastal AEYC's' objectives, organization, and services
Commitment to Coastal AEYC’s mission, values, and goals

Additional desirable qualities of a successful candidate
Knowledge of and influence in the early childhood community
Professional ethics as outlined by NAEYC position statements
Ability to understand concepts, articulate ideas, and build networks within and across diverse groups
Ability to communicate with members and act as a liaison between members and the Governing Board


All committee Chairs
Key Responsibilities
· Attend all committee meetings.
· Call and preside over meetings of the committee.
· Set the agenda for committee meetings.
· Record decisions and recommendations made by the committee.
· Serve on the executive committee.
· Report the committee's activities and recommendations to the executive committee or the full board.
· Invite the board president to attend the committee meetings.
· Work with the board president to decide who should serve on the committee.
· Delegate responsibilities to other committee members and encourage their participation.
· Ensure members have the information needed to their jobs.
· Evaluate the work of the committee with the other committee officers and board president in concert with the organization's strategic plan.

Current Bylaws (approved September 2003)

Bylaws
Coastal Association for the Education of Young Children
(CAEYC)

Article I. Name
The name of this Association shall be the “Coastal Association for the Education of Young Children”, hereafter also referred to as CAEYC.

Article II. Purpose
The purposes of the CAEYC shall be charitable and educational. CAEYC shall promote interest, study and action concerning the well-being and education of young children (primarily birth through eight years) and their families; and foster the growth and development of the membership in their work with, and on behalf of, young children.

Article III. Membership
1. CAEYC is an affiliate of the Washington Association for the Education of Young Children (WAEYC) and the National Association for the Education of Young Children (NAEYC). WAEYC and NAEYC membership is required of members of CAEYC.
2. The categories of membership shall be Comprehensive Membership, Regular Membership and Student Membership.
3. Membership is required of all Governing Board and Affiliate Council members of the Association.
4. All persons interested in the purpose of NAEYC, WAEYC, and CAEYC are eligible for membership upon payment of annual dues. Upon payment of annual dues, members shall become eligible for all rights, benefits, and responsibilities of membership as set forth in the bylaws and policies of the Association.
5. CAEYC admits individuals of any race, color, gender, religion, disability, sexual orientation, national and ethnic origin to all rights, privileges, programs, services and activities generally accorded to or made available to members. All activities, contracts, endorsements and grants or scholarships shall be without bias.

Article IV. CAEYC Affiliate Chapter
1. CAEYC is a local organizational unit which is an affiliate Chapter of WAEYC and NAEYC whose responsibilities shall include promotion and support of NAEYC, WAEYC, and CAEYC activities and services, as well identification of prospective members.
2. CAEYC Affiliate Chapter shall maintain a minimum of fifty (50) members.
3. All members and officers of the CAEYC Affiliate chapter shall be WAEYC and NAEYC members.
4. The CAEYC Chapter President or designee shall be a member of the WAEYC Affiliate Council.

Article V. Administering Body
1. The Administering Body shall be called the Governing Board.
2. The Governing Board shall have supervision, control and direction of the affairs of the Association, shall determine its policies or changes within the limits of the bylaws, shall actively promote its purpose, and shall have discretion in the disbursement of its funds. It may adopt such rules and regulations for the conduct of its business as shall be deemed advisable, and may in the execution of the powers granted, appoint such committees or agents as it may consider necessary.
3. The Governing Board shall consist of four (4) elected officers and the WAEYC Affiliate Council representative.
4. There shall be at least one meeting of the Governing Board during the membership year.
5. The Governing Board will make recommendations related to implementation of the bylaws to the membership for final approval.
6. Notification of all meetings of the Governing Board and Affiliate Council shall be given through post, email, fax or telephone at least seven (7) days prior to the meeting. The time and place of the meeting shall be included in all meeting announcements.

Article VI. Officers
1. The four (4) officers of CAEYC shall be:
a) President
b) Vice President
c) Secretary
d) Treasurer

2. The duties of the officers shall be such as are usually performed by these offices.
3. Elected officers may succeed themselves in any office once.
4. Except in the initial year, officers will be elected on a rotating basis according to the CAEYC policies.
5. All officers shall serve two years. All terms of office shall begin at the first meeting of the Governing Board following election.

Article VII. Vacancy, Resignation or Removal from Office
1. Any position elected by the membership that becomes vacant during the term shall be filled by appointment of the Governing Board. Such appointment will be effective until the next annual election of Governing Board members.
2. An officer or Governing Board member may resign at any time. The resignation shall be made in writing and shall take effect at the time specified therein. The acceptance of a resignation shall not be necessary to make it effective.
3. An officer or Governing Board member may be removed, with or without cause, by the same authority that elected or appointed them.

Article VIII. Finance
1. The Governing Board shall be empowered to establish, monitor and change the Association budget, in accordance with the Association bylaws and policies.
2. The Governing Board shall have fiduciary responsibility for the Association.
3. CAEYC dues shall be determined by vote of membership. Changes in the amount of dues shall be submitted to the membership six months before the effective date of the change.
4. CAEYC dues shall provide a means for development, implementation and coordination of activities of the Association.
5. No part of the net earnings of the Association shall inure to the benefit of or be distributable to its members, trustees, officers, or other public entities or private persons, except that the Association shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distribution in furtherance of those purposed and set forth in Articles hereof. No substantial part of the activities of the Association shall be carrying on of propaganda or otherwise attempting to influence legislation, and the Association shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. Notwithstanding, any other activities not permitted to be carried on by a corporation exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code of 1954 or the corresponding provision of any future United States Internal Revenue Law shall not be conducted by this Association.

Article IX. Fiscal Year
The Fiscal year shall be a consecutive twelve (12) month period designated by the Governing Board.

Article X. Nominations and Elections
1. All Governing Board members are elected by the membership.
2. Individual members may nominate the officers.
3. Election results shall be determined by a majority of the members voting.
4. Election shall be by mail vote or by a vote at a membership meeting as determined by the Governing Board in accordance with Association bylaws and policies.

Article XI. Committees
The President, with the approval of the Governing Board, shall appoint as many standing and special committees as are determined necessary to fulfill the purpose of the Association. Supervision of the committees may be delegated.

Article XII. Membership Year
The membership year shall be established in accordance with NAEYC, WAEYC, and CAEYC policies.

Article XIII. Meetings
1. There shall be an annual membership meeting of the Association, the date, time and place to be determined by the Governing Board. The membership shall be informed by mail, fax, telephone or email of the date, time, general purpose and place of the meeting.
2. There shall be at least one meeting of the Governing Board during the membership year. Notification of special meetings of the Governing Board shall be deemed to be duly given to a Governing Board if mailed, faxed, telephoned or emailed to the member at least seven (7) days prior to the meeting. The notification shall state the time, place and general purpose of the meeting.

Article XIV. Quorum and Voting
1. The membership present at any meeting of the Association, other than the Executive committee, Governing Board and Affiliate Council meetings, shall constitute a quorum for the purposes of conducting business.
2. Governing Board – shall have at least a simple majority of its members present in order to conduct business.
3. Any action required to be taken at a meeting of the Governing Board may be taken without a meeting if proper notice of the proposed action is given in writing, by phone or electronically to all Governing Board members and thereafter written consent approving the action is signed by all the Governing Board members entitled to vote on the subject.

Article XV. Dissolution
1. CAEYC may be dissolved at a membership meeting called for the specific purpose by a majority vote of the Governing Board.
2. Upon the dissolution of the Association the Governing Board shall, after paying or making provision for payment of all of the liabilities of the Association, dispose of all of the assets of the Association exclusively for the purpose of the Association in such manner, or to such organization or organizations organized and operated exclusively for educational purposes as shall at the time qualify as an exempt organization or organizations under section 501(c)(3).

Article XVI. Parliamentary Authority
Robert’s Rule of Order Newly Revised shall be the parliamentary authority of the Association.

Article XVII. Amendments
1. Revisions and amendments to the bylaws shall be presented to and reviewed by the Governing Board.
2. These bylaws may be amended, repealed or altered, in whole or in part:
a. By a 2/3 majority vote of members at any membership meeting of the Association; provided that a copy of any amendment proposal for consideration shall be mailed to the membership at least thirty (30) days prior to the date of the meeting; or
b. By approval of 2/3 of the members responding in a through mail vote.



Approved September 26th 2003

Policies and Procedures Manual

Coastal Association for the Education of Young Children

Policies and Procedures Manual

Governing Board Operations

1. Policy Making:
1. The Governing Board is responsible for developing and implementing the policies of the Coastal Association for the Education of Young Children. This includes providing leadership in setting goals and objectives, action plans, soliciting input and providing direction to committees.
2. The Governing Board has responsibility for approving the long-term plan, the annual goals and objectives, action plans, budget, and board meeting schedule for the year.
3. The Governing Board is responsible for the development and regular review of the job description of all officers, committee chairs, and affiliate representative.
2. Communication:
1. The Governing Board is responsible for assuring communication with all affiliate committees, membership, and other organizations regarding policies and activities. This includes but is not limited to the calendar, meeting notices and agendas, minutes, and election information.
3. Liaisons:
1. The affiliate representative is responsible for attending affiliate council meetings and all other meetings of the state association as required.
2. The affiliate representative is responsible for reporting to the State Affiliate Council on activities of the local chapter and reporting to the CAEYC Governing Board on the contents of these meetings.

Governing Board Members

1. Incoming members shall begin their duties on August 1st. For the month prior, they will attend board meetings and become familiar with duties they will be assuming.
2. Board membership will be comprised of (at minimum) the following postions: Executive Officers (Past-President and President-Elect or President, Vice President, Secretary, and Treasurer), Affiliate Representative, and two (2) at-large members.
3. Officers will be expected to chair a committee and serve for two-year commitments, with the exception of the President, which will be for four (4) years (One year as president-elect, two years as President, and one year as past-president).
4. Nominees shall be given job descriptions, by-laws, and the policies and procedures manual at the time of nomination.
5. Outgoing officers are responsible for the transfer of pertinent materials to new officers, at or before the annual board member orientation at the July meeting.

Governing Board Meetings

1. A joint board meeting shall be held in July for outgoing and incoming boards. A regular meeting shall be conducted, determining the focus for the upcoming year, and to make decisions to retain or discard records.
2. Regularly scheduled meetings will be held bi-monthly.
3. The President-Elect (incoming president) determines the day, time, location, and calendar for the year at the May board meeting after consultation with the incoming board.
4. An annual meeting of the board shall be held in conjunction with the annual membership meeting as determined by the calendar.

Committees

1. Committee chairs and members must be members of CAEYC.
2. All committees will submit reports to the Governing Board.
3. Standing committees will be: Public Policy, Nominating, Membership/Marketing, Accreditation Support, and Conference.
4. Additional committees may be formed as deemed necessary by the Governing Board.
5. Newly appointed committee chairs shall be oriented to their position by the outgoing chair or by the President. They will receive a job description and all materials specific to that committee.

Fiscal Policy Procedure

1. CAEYC maintains a non-profit checking and savings account at Twin Star Credit Union
2. The Executive Officers will determine the operating budget and expenditures.
3. The CAEYC treasurer will manage the account. (collection of checks/cash, dispersing checks, maintain accounting, report to membership)
4. The President has contract signing authority for CAEYC and related committees.
5. The President (or President-Elect), Vice President and Treasurer have check signing authority for Coastal AEYC. Two authorized signatures are required for all checks.
6. The Treasurer shall submit a budget status report to the board at each meeting.
7. A filing and record keeping system must be in place that will provide accurate information of all income and expenses of the organization.
8. A review of the CAEYC financial records by a CPA will be conducted at the request of a majority of members.
9. Invoices, receipts, and all expenditure documentation must be retained as official records for a period of seven years.
10. The treasurer’s book will be submitted to the board for review and approval at the end of the fiscal year (June 30).


Membership

1. The membership year will be determined by the anniversary date of the member.
2. Membership dues for the year will be decided by the Governing Board at the first meeting of the preceding membership year (i.e. the first meeting in 2004 will determine dues for 2005).

Revision of Policies and Procedures Manual:

Policies and Procedures manual shall be reviewed annually at the summer board meeting and recommendations for changes must be approved by the board.

Last Revised May 2007