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