Part III – Chapter 3
Creating a Local League Structure
that Reflects Your Membership
i. Board Roles and Responsibilities
The board of directors is the administrative and policymaking team for the League. Board members often assume specific duties, but all members of the board are responsible for planning and decision-making in several broad interdependent areas:
Organization and management: membership growth and participation; adequate financing and realistic budgeting; internal/external communications; visibility; and efficient administrative operations.
Voter service/citizen information.
Program: study, consensus, advocacy.
The board as a whole:
Sets priorities and goals for the organization.
Carries out overall planning and decision-making.
Supports membership, development and visibility activities.
Represents and promotes the League in the community.
Safeguards the League’s reputation for nonpartisanship.
Individual board members:
Attend and participate in all board meetings.
Identify and mentor new leaders.
Promote growth and diversity in membership.
Support and attend League activities.
Become knowledgeable about League positions and practices.
Understand and abide by the League’s nonpartisan policy.
Assist in fundraising activities.
Attend state and regional League meetings.
Carry out individual assignments.
ii. Board/Leadership Job Descriptions
At each level of League, officers and a board of directors are elected by the members at an annual meeting or convention. How the board is organized varies, some assign specific duties to each member and others divide the tasks among committees.
Individually members of the board/leadership team also have a more specific role in their local League. In that role it is their job to carry out the tasks assigned to that portfolio, obtain board approval as necessary, and keep the board informed. It is also their responsibility to keep a file on their portfolio and to pass it on to their successor.
President/Convener/Spokesperson - Required position
Leads the League
Speaks for the League
Convenes and presides over meetings
Finance Chair/Treasurer - Required position
Develops and administers the budget
Maintains League funds
Oversees dues payment and renewals
Keeps membership roster with state and national
Responsible for all money and accounts; pays bills
Prepares monthly financial report for the Board
Prepares annual financial report for state and national League
Prepares and balances books for audit prior to Annual Meeting
Secretary - Required position (Treasurer and Secretary can be the same person)
Keeps minutes of business meetings and distributes them
Prepares and submits required reports
Notifies members of meetings and activities
Membership Development
Cheerleader for the League - encourages management team and members to build the League by asking others to join
Develops methods to recruit, welcome and involve new members
Makes membership recruitment a part of every event
Devises system for regular communications with members and prospects
Keeps membership lists current and updates local and national databases
Prepares and coordinates dues renewal correspondence
Voter Service/ Citizen Education Chair
Educates and informs members and public about government and encourages citizen participation
Promotes voter registration drives
Organizes Candidates forums
Provides Election Day services
Advocacy/Program for Action Chair
Keeper of local League positions
Ensures member understanding local, state, national positions
Undertakes targeted advocacy campaigns including LWVUS and LWVMN Action Alerts
iii. Designing a Board Structure that Works for Your League
Leagues operate under a variety of board structures. Many League boards assign specific portfolios or areas of focus to their members, while others have established three or four committees organized around priorities identified by the board.
Establishing co-presidents or leadership teams is also a way Leagues are organizing themselves to share the duties of the president. It is important, however, for co-presidents or leadership teams to define clearly the duties and responsibilities of each. It is not necessary to change League bylaws in order to have co-presidents, rather than a single president. Executive committees, consisting of the president (or co-presidents) and several board members, can assume specific assignments and take action on board matters between regular board meetings, in accordance with powers granted them in the bylaws.
Local League board structure should reflect the size, time and talents of the local league membership. Regardless of the model your League decides or the position it chooses to fill, it is important to remember that League leadership is a team effort that requires contributions from all members.
Traditional Board Model
In the traditional model one person serves as the president. The rest of the board is made up of a vice-president, secretary, treasurer and a predetermined number of elected and appointed directors as outlined in the bylaws.
The Shared Presidency Model (two or three persons)
In the shared presidency model, the presidency is shared by two or three persons. The rest of the board follows the traditional model of vice-president, secretary, treasurer and a predetermined number of elected and appointed directors.
Team Management Model (four or more persons)
The Management Team Model has multiple persons doing the work done traditionally by only the president.
The Management Team shares all board duties of Spokesperson/Convener, Treasure, Secretary and Member Coordinator.
Duties rotate monthly or quarterly by position or task.
Jobs are defined and divided among team members according to individual interests and talents.
Responsibilities are broken down into small, manageable increments and most team members do two or three of these smaller jobs over the year.
iv. Guidelines for League Leaders
The following is offered to help you organize, prioritize, delegate, and communicate.
Organize:
Have Board training either within your Local LWV, or with a LWV Minnesota board member. Board members should understand their responsibilities and know what is expected.
To save time and resources use LWVUS and LWV Minnesota positions and publications whenever appropriate.
Include your event calendar in your monthly newsletter, post it on your facebook page or send it via email monthly.
Prioritize:
No League needs to do everything. What issues are important to your members and your community? Choose two or three areas of interest and discuss with your board and members the goals and activities for the year. Be realistic about members’ time limitations and commitment to LWV activities.
Cooperate with neighboring LWVs whenever possible on studies, candidate events, membership events and public meetings.
Divide projects and jobs into small, well-defined pieces. Many members will gladly take on small one-time jobs.
Delegate:
Do not try to do everything yourself. Part of your job is encouraging other members to develop their leadership skills.
Involve members who are not on the board in activities such as off-board committees, specific projects and fundraising. Discover what issues members, especially new members, are interested in, and put them in touch with the appropriate committee chair.
Communicate:
Newsletters should follow brand guidelines. Email electronic copies to info@lwvmn.org (or have a member of your Local LWV become your webpage administrator and upload your Newsletters to your page on the LWV Minnesota website).
Promote events: add events to your online calendar on the www.lwvmn.org website, post on the Virtual Voter, email event notices to info@lwvmn.org (or have a member of your Local LWV become your webpage administrator and add your own events directly to your calendar).
A president’s message in your LWV newsletter sets the tone for your LWV. Be upbeat, encouraging, celebrate successes, promote coming events, thank everyone who helps with LWV work, encourage teamwork.
For answers to your questions, go to either the lwv.org or the lwvmn.org website, as they provide a wide range of information. E-mail the LWVMN staff at info@lwvmn.org for further information.
Attend state and regional meetings and encourage your members to do the same. We learn from each other and appreciate that we are involved in a great organization that is larger than our local LWV.
v. Ongoing Learning Opportunities for League Leaders
Board Orientation
Good orientation informs board members about the League, acquaints them with one another, and builds a sense of total board responsibility. New board members gain confidence in carrying out their responsibilities and learn policies and procedures expected of board members. It is a time for the board to begin to build their team as they get to know each other better.
Local League boards may conduct their own orientation sessions, call on seasoned local League leaders to facilitate, request state League assistance, or in some states, participate in sessions planned on a regular schedule. Similarly, a state board can ask the national board for facilitator assistance. The board's basic orientation session should be scheduled as soon as possible after the new board is elected. Set an agenda that will include:
Review of the board's nonpartisan policy, conflict of interest policy and other board policies approved by prior boards
Discussion of the role and responsibilities of the board
Understanding of Local League bylaws
Access to local, state, and national positions
Plan and advance League goals
Promote membership growth, diversity and involvement
Maintain a fiscally sound organization
Access to State League websites and resources
Materials from the previous person who held the position
Local membership list