Part III – Chapter 2
Forming a LWVMN State Member at-Large Unit
I. DEFINING THE DIFFERENCE BETWEEN A STATE UNIT AND A LOCAL LEAGUE
State Units:
Report directly to LWV Minnesota (LWVMN)
Governed by LWVMN President and Board
Select a leadership team/steering committee
Operate under LWVMN’s bylaws, Nonpartisan/DEI policy, Code of Conduct
Delegates to state and national conventions represent LWVMN only
Delegates are selected according to LWVMN bylaws for State Units
LWVMN manages finances
Members pay Per Member Payment (PMP) to LWVMN and LWVUS
Local Leagues:
Elect a president and board of directors
Have their own bylaws in addition to required LWVMN and LWVUS bylaws and policies
Must adopt a nonpartisan policy that is reaffirmed with each new board
Maintain and manage their member roster and dues renewal process
Delegates to the state and national conventions represent the local league and are based on the number of members on the roster
Manage their own finances, develop and adopt budgets and control their own Ed Fund
Members pay local dues in addition to LWVMN and LWVUS PMP
Are affiliated with state and national LWV but may have their own local studies and adopt positions not in conflict with state or national positions
II. STEP-BY-STEP GUIDE TO FORMING A STATE MEMBER AT-LARGE UNIT
The idea to form a new League arises, either through citizen inquiry or board initiative.
A nucleus of interested citizens is recruited.
State mentors are appointed and confer with the interested group.
An informational planning meeting is held, and the decision to proceed is made.
Preparations for an organizational meeting are made.
The organizational meeting is held, and requirements for recognition as a Member at-Large State Unit are met (see below).
LWVMN recognizes the State Unit.
Unit leaders plan a calendar of activities for the year and assign tasks for fulfilling the steps for recognition as a local League.
The Unit carries out a program of activities that furthers the League’s mission, that is of interest to members and the community and that demonstrates members’ understanding of League policies and procedures.
Unit leaders develop and implement a plan for membership growth and diversity.
The Unit meets its financial obligations to the organization as a whole and demonstrates its ability to secure needed member and community support for its operations.
The Unit maintains a website and a regular method of communication that keeps members and the community informed about Unit activities, critical issues, and organizational achievements.
The Unit prepares for its annual meeting (budget, bylaws, program and nomination of a slate of officers and board of directors).
The annual meeting is held and final requirements for recognition are fulfilled (bylaws approved, budget and program adopted, officers and board elected).
LWVMN recommends to LWVUS that the Unit be recognized as a local League.
Learn how to start a new League with the LWVUS Local League Starter Kit:
https://www.lwv.org/sites/default/files/2020-01/localleaguestarterkit.pdf
III. REQUIREMENTS FOR LWVMN STATE MEMBER AT-LARGE UNIT RECOGNITION
A State Unit is the first step before becoming an official local Leagues. State Units offer members an opportunity to participate in selected League activities, increase awareness of League’s mission and strengthen League’s voice in all parts of the state. Rules and procedures for the formation and operation of State Units are the responsibility of LWVMN.
Minimum number of members: 5 paid state voting members (16 years and older)
Five individuals are sufficient to cover required organizational structure (2-3 members) and also allows for cycling of individuals into leadership positions.
Leadership Team Minimum: 2, Chair/Convener and Secretary/Treasurer
Simplifying the leadership team in the early stages of unit development allows for greater flexibility in attaining short term goals and allows the members to concentrate on introducing the League to their community and growing their membership.
Name: The geographic area to be served is identified and incorporated into the name.
Nonpartisanship Policy: Required.
Diversity, Equity and Inclusion Policy: Required.
Code of Conduct: Required.
Membership Fees: Same as a State Member at-Large.
Meeting Requirements: Minimum of six meetings annually.
Short Term Planning and Goal Setting: Three month minimum.
In order for members to understand League policies and procedures, it is important that the Unit carries out a program of activities that furthers the League’s mission and that is of interest to members and the community.
Communication with LWVMN Advisor: Monthly summary of activities and goals.
To better support Member at-Large development and to encourage growth toward recognition as a state unit, LWVMN’s board will appoint an individual unit advisor to guide and serve as a liaison between the unit and LWVMN. It is important that units have continual guidance that is consistent with LWVMN’s mission and principles, using current board-approved policies, procedures and materials.
Financial Obligations: LWVMN advises the State Unit to establish sound financial practices.
Grants are available to cover expenses of the first year of formation from LWVMN through the New Local League Development Grant.
IV. CRITERIA FOR LWVUS RECOGNITION OF LOCAL LEAGUES
To move from State Member at-Large Unit to local League status, the following is required:
Leadership Group, consisting of chairperson and at least 2 other members.
Partnership with state (or national) League to uphold business best practices to minimize risk and liability.
Bylaws, the first three articles must be consistent with those of LWVUS. The remaining articles must provide for democratic procedures.
Best practices: A League committee reviews the bylaws to check actual practice for conformity and to consider possible amendments prior to the annual meeting.
Establish and maintain a nonpartisan policy.
Best practices: The League board reviews and discusses its nonpartisan policy annually at its first organizational meeting. At a minimum, board members who hold “sensitive” portfolios are not involved in partisan activities.
Hold an annual business meeting of the membership.
Best practices: The League holds an annual business meeting of the membership to adopt a budget, bylaw changes, and local program and to elect officers and directors.
Hold regular board meetings.
Best practices: The League holds regularly scheduled board meetings with written agendas and minutes distributed ahead of time. For better and more efficient meetings, a timed agenda is used, which provides opportunities for developing plans, acting on committee recommendations and evaluating progress and results.
Meet its financial obligations to the state and national levels of the League.
Best practices: The League has sound fiscal management; promptly pays per member obligations to LWV Minnesota and LWVUS; budgets are set to provide adequately for the implementation of LWV program and activities.
Per Member Payments (PMP) are due each year to LWV Minnesota by March 31.
Have an annual treasurer’s report and review of financial records, due to LWV Minnesota by April 30.
A plan for membership growth and retention that encourages a membership as diverse as the community.
Best practices: The League develops and implements a written plan, with attainable goals and specific strategies, to increase its membership and to achieve diversity in members, leadership and program. The board adopts a board policy that affirms a commitment to diversity, equity and inclusion.
Act in ways that are consistent with League principles, positions and policies.
Best practices: The League sets priorities for timely action on local positions before taking action. The League responds to action alerts from other levels of the League and encourages grassroots member involvement in action where appropriate. The League president (or designee) is the official spokesperson for the League. The League has developed an understanding of the appropriate level of government at which action may be taken and, if in doubt, consults with the state or national League office.
V. LWVUS RECOMMENDED BEST PRACTICES
LWVUS recognizes that fulfilling requirements alone does not assure a smooth-running and viable League. The link below is a listing of best practices as demonstrated by Leagues of different sizes and geographic locations and serves as a solid starting point in the formation of local Leagues.
Learn more detailed information about LWVUS suggested Best Practices:
https://www.lwv.org/league-management/recruitment-engagement/best-practices