Policies and Procedures

National Board of Episcopal Church Women
Policies and Procedures
Amended October 10, 2019

Policies and Procedures of the Episcopal Church Women National Board are formulated by the board and may be changed or added to by a majority vote of the board at any meeting.

The Vision Statement and Living the Ministry statement in these amended Policies and Procedures are intended to be used on publications and for publicity purposes when determined by the board and the Communications Committee.

VISION STATEMENT

As the eyes, ears, hands, and heart of Christ in the world,
we will persist in the work of healing, justice, and peace.

LIVING THE MINISTRY

To live Christ’s ministry, we:
Listen to voices of women worldwide;
Promote educational, spiritual, and social programs which minister
to women and children;
Provide opportunities and tools to grow relationships with God and
others through spirituality, prayer, and worship; and
Encourage the development of women’s leadership by example in
stewardship, training, and education.

I. Board

A. Meetings

1. Attendance at all board meetings is expected. Service on the board must take precedence over other organizational responsibilities.
2. First board meeting objectives to be met include:

Setting norms.
Choosing committee assignments.
Conducting board member orientation.

3. Other attendees at board meetings:

Communiqué editor may attend one meeting per year.
Chaplain for the Triennial Meeting should attend the last full board meeting before the Triennial Meeting and may attend other meetings at the discretion of the board.
Musician for the Triennial Meeting should attend part of the full board meeting at the designated convention site and may attend other meetings at the discretion of the board.
Consultants, Triennial Meeting participants, and presidents of affiliated organizations may be invited to attend all or part of a board meeting, at the discretion of the board.
Provincial/diocesan leadership may be invited to visit during a meeting of the board held in their area.
B. Liaisons: A liaison is a National ECW Board member who has been appointed by the board to represent ECW at another organization. The organizations may include, but are not limited to, Episcopal Relief and Development (ERD), UN Commission on the Status of Women (UNCSW) and Episcopal Communicators (EC).

1. All liaisons from the National Board of Episcopal Church Women may attend one meeting annually of the organization to which they are liaison.

2. Prior board approval for attendance at additional meetings is required.

3. Each liaison is required to submit a written report at the first full board meeting following her attendance at a meeting of her assigned organization.

4. The President may designate a member of the National Board torepresent the ECW if the liaison is unable to do so.
C. Informational Materials

1. All official correspondence, including emails, must be copied to the president.

2. All official informational materials must be submitted to the President and the Second Vice-President for approval before publication and distribution.

3. All brochures, pamphlets and other written materials that have been approved by the President and Second Vice-President must be given to the Communications Committee for proofreading and production.
D. Release of Mailing Lists and Materials

The National Board of Episcopal Church Women does not permit the release of any mailing lists of the Episcopal Church Women.

Note: Exceptions may be made to Episcopal and Episcopal-related nonprofit or ecumenical groups by decision of the National Board. If the request cannot be deferred until the next board meeting, the Executive Committee shall make the decision.
E. See Bylaws Article IV, Section 4

II. Executive Committee

The actions of this committee are to be ratified by the National Board at its next regular meeting.

A. If necessary, meet one day prior to or one day following a full board meeting.
B. Review the Triennium timeline at each board meeting.
C. Review all job descriptions and Policies and Procedures annually and revise as needed.
D. At the beginning of a new triennium, hold a transition meeting at least six weeks prior to the first full board meeting of the newly-elected National Board.

1. The meeting shall be arranged by the outgoing Executive Committee and should be held at a location to be determined by the incoming and outgoing ECW Presidents.

2. The meeting shall be attended by members of the incoming and outgoing Executive Committees.

3. Transition meeting priorities:

a. Outgoing Executive Committee

1.) Pass on to successors, notebooks and any materials pertinent to their position.

2.) Present recommendations, based on experience of the last triennium, for the new Executive Committee’s consideration.

b. Incoming Executive Committee:

1.) Set dates for all meetings during the triennium.

a.) A meeting of the middle year will be held jointly with the United Thank Offering Board, and will be held at the next convention site. It must be coordinated with the UTO Board and the General Convention Manager at the National Church Center.

b.) Ideally, one board meeting shall be held in each

2.) Set the agenda for the first full board meeting.

3.) Review and update the timeline for the triennium.

4.) Select a Parliamentarian for the triennium. The Parliamentarian at the first National Board Meeting shall be responsible for:

*review of proper meeting procedures

*assisting with orientation

*review of the Bylaws and Policies and Procedures

* board and leadership training

Note: Attendance of the Parliamentarian at one full board meeting each year is recommended. The Parliamentarian may be invited to attend other meetings at the discretion of the board. The Parliamentarian should attend the last board meeting before the Triennial Meeting.

Note: A consultant’s services may be utilized by the National Board, at the discretion of the Executive Committee.

III. Officer and Member-at-Large Job Descriptions

A. President

This is a full-time position that requires deep commitment, energy, public speaking skills, and a considerable amount of travel. The President must have served one term on the National Board of Episcopal Church Women prior to her election to this office. Attendance at all board meetings is expected. Service on the board must take precedence over other organizational responsibilities.

FOCUS:

1.Provide leadership at all meetings of the National Board and at the Triennial Meeting.
2. Serve as the spokesperson for the Episcopal Church Women

TASKS

Preside at all meetings of the Executive Committee, the National Board and the Triennial Meeting.
Serve as an ex-officio member of all board committees.
Confer with the Executive Committee to plan the agenda for National Board meetings and distribute the agenda two weeks prior to each board meeting.
Prepare the President’s report and email it to each board member at least one week before the board meeting.
Oversee the ongoing work of the National Board.
Plan the implementation of the Triennial Meeting, along with the First Vice-President.
Serve as a member of the Joint Standing Committee on Planning and Arrangements for General Convention, which meets once per year.
Serve as the National Board representative to international or national women’s ministry organizations of The Episcopal Church or the Anglican Communion.
Designate a member of the National Board to represent ECW if she is unable to do so.
Attend one provincial meeting in each province during the triennium, if invited.
Write articles for the ECW Communiqué and other publications of The Episcopal Church upon request.
Prepare and deliver speeches, upon request, at meetings of the Episcopal Church Women throughout the church, and for other groups.
Maintain copies of minutes and records of the National Board of the Episcopal Church Women, as handed down from president to president.
Prepare a history of her term within six months of the end of the triennium.
Meet with the First Vice-President following an extended illness requiring the suspension of her duties prior to the next board meeting.
Maintain a notebook with all information pertinent to the President’s tasks, responsibilities, and electronic and print records to be given to a successor.

EXPERTISE NEEDED:

Leadership skills
Knowledge of parliamentary procedure
Oral and written communication skills
Familiarity with the diverse women’s ministries of the church
Proficiency with computer and other technology devices including online conferencing and social media

B. First Vice-President

The First Vice-President must have served one term on the National Board of the Episcopal Church Women prior to election to this office, preferably with service on the Triennial Meeting Team. Attendance at all board meetings is expected. Service on the board must take precedence over other organizational responsibilities.

FOCUS

Plan and implement the Triennial Meeting and serve as chair of the Triennial Meeting Team.
Assume the duties of President should the President be unable to serve.

TASKS

Oversee all details pertaining to the Triennial Meeting.
Coordinate the work of the Triennial Meeting Team in designing overall program for the Triennial Meeting.
Serve on the Joint Standing Committee on Planning and Arrangements for General Convention, which meets once per year, and on its Executive Committee, which meets once per triennium.
Serve as liaison to the professional convention management company hired by the General Convention Office.
Report to the National Board all actions of the above-named committee and management company.
Facilitate an orientation for Triennial Meeting delegates and alternates.
Coordinate with General Convention volunteers who are assigned to the Triennial Meeting.
Review the Triennial Meeting timeline at each board meeting and evaluate the need for adding or deleting tasks.
Maintain a notebook with all information pertinent to the First Vice-President’s tasks, responsibilities, and electronic and print records to be given to a successor.

EXPERTISE NEEDED:

Organizational and management skills
Attention to detail
Oral and written communication skills
A thorough understanding of the intricacies of the Triennial Meeting
Proficiency with computer and other technology devices including online conferencing and social media

C. Second Vice-President

It is strongly recommended that the Second Vice-President have served one term on the National Board of the Episcopal Church Women prior to election to this office. Attendance at all board meetings is expected. Service on the board must take precedence over other organizational responsibilities.

FOCUS

Plan, supervise, edit and disseminate all information and communication about the Episcopal Church Women, including print, film and electronic.
Assume the duties of First Vice-President should the First Vice-President be unable to serve or become President.
Serve as chair of the Communications Committee.
Serve as public relations coordinator for the National Board.

TASKS

Oversee the production of the ECW Communiqué and the eCommuniqué.
Proof the copy of the Communiqué before printing.
Oversee the design, production and distribution of ECW brochures and other printed materials.
Oversee an accurate record of materials requested and distributed.
Meet with the province representatives at the end of each board meeting to determine items to be included in letters to be distributed after each board meeting.
Oversee the production of all electronic and print media including website and social media and obtain board approval prior to distribution.
Provide the Secretary with copies of all issues of the Communiqué published during the triennium for the archives.
Attend the annual meeting of the Episcopal Communicators
Oversee implementation of the Communication Awards at the Triennial Meeting.
Maintain a notebook with all information pertinent to the Second Vice-President’s tasks, responsibilities, and electronic and print records to be given to a successor.

EXPERTISE NEEDED

Organizational ability
Oral and written communication skills
Management skills
Attention to detail
Design and layout skills
A thorough understanding of the intricacies of the Triennial Meeting
Proficiency with computer and other technology devices including online conferencing and social media

D. Secretary

Attendance at all board meetings is expected. Service on the board must take precedence over other organizational responsibilities.

FOCUS

Maintain accurate records for the National Board.
Coordinate travel and meeting arrangements.

TASKS

Keep accurate minutes of the meetings and distribute them to board members within one month after the meeting.
Maintain accurate rosters of National Board members, complete files of minutes and corrections, and any handouts distributed.
Preserve official records of all Executive Committee meetings, National Board meetings and the Triennial Meeting, and supporting documents.
Submit all records of the triennium to the Archives of The Episcopal Church at the close of the term, including but not limited to, minutes, financial records, the Communiqués and the Distinguished Woman booklet.
Secure information for arrangements for all Executive Committee and National Board meetings.
Make reservations after Executive Committee has given approval.
Notify board members of meeting plans and transportation options.
Assemble travel plans of all members and distribute the schedule, along with other pertinent information (location, emergency phone contacts, weather conditions, etc) to members three weeks before each board meeting.
Arrange local transportation as needed for board meetings.
Coordinate meeting site deposits, installment payments, and final payment for meeting sites with Treasurer and ensure that they are paid in a timely manner.
Serve as contact person at the meeting site.
Issue and maintain emergency health cards of board members.
Serve on board committees as requested.

EXPERTISE NEEDED:

Written and oral communications skills
Organizational skills
Attention to detail
Proficiency with computer and other technology devices including online conferencing and social media

E. Treasurer

It is strongly recommended that the Treasurer have served one term on the National Board of the Episcopal Church Women prior to election to this office. Attendance at all board meetings is expected. Service on the board must take precedence over other organizational responsibilities.

FOCUS

Manage and keep accurate records of all financial transactions of the organization.
Serve as chair of the Finance Committee.
Serve on the Triennial Meeting Team.

TASKS

Receive, record and forward all contributions and payment requisitions for the Episcopal Church Women to The Episcopal Church Center for crediting to the proper ECW account.
Keep an accurate record of all money received and paid out and reconcile such accounts with those of the DFMS as often as the board may require.
Submit recommendations of the Finance Committee to the board for its approval.
Plan and conduct, with the Finance Committee, the Finance Hearing at the Triennial Meeting, if necessary.
Conduct an orientation session on procedures for travel reimbursement with the incoming board before the close of the Triennial Meeting.
Coordinate with the incoming Treasurer for the transfer of the financial records through the end of the calendar year.
Submit and review a financial report at each board meeting of the entire triennium.
Verify and sign all financial contracts entered into by the Episcopal Church Women National Board. The Treasurer and Secretary should confer on meeting site contracts.
With approval of the Executive Committee, appoint a controller from the ECW National Board whose responsibility is to authorize the Treasurer’s board expenses.
Maintain a list of the assets of the National Episcopal Church Women, as well as the whereabouts and security of all of their materials and equipment.
Provide the Secretary with the final financial report at the end of the calendar year for the archives.
Maintain a notebook with all information pertinent to the Treasurer’s tasks, responsibilities, and electronic print and records to be given to a successor.

EXPERTISE NEEDED:

Proficiency with accounting software programs and basic bookkeeping procedures
Organizational ability and attention to detail
Proficiency with computer and other technology devices including online conferencing and social media

E. Member-at-Large – Social Justice

Attendance at all board meetings is expected. Service on the board must take precedence over other organizational responsibilities.

FOCUS:

Serve as chair of the Social Justice Committee and coordinate all social justice activities of the ECW National Board.

TASKS:

Monitor, update, and educate the board on social justice issues before The Episcopal Church.
Appoint the Women to Women liaison and oversee the Women to Women program.
Present Social Justice Committee recommendations to the board for approval, including the Triennium Unified Gift and Community Connection.
Oversee all current outreach projects and promotional campaigns approved by the board.
Collaborate with the Communications Committee in disseminating information and materials on social justice.
Assignment to one or more board and Triennial Meeting committees is to be expected.
Share information about local and global events impacting human well-being and justice through various board media.
Perform other duties as assigned.
Maintain a notebook with all information pertinent to Member-at-Large – Social Justice tasks, responsibilities, and electronic and print records to be given to a successor.

EXPERTISE NEEDED:

Passion for social justice
Organizational ability
Oral and written communication skills
Multilingual ability helpful
Proficiency with computer and other technology devices including online conferencing and social media.

IV. Province Representatives Job Description

It is strongly recommended that the Province IX representative be bilingual so that she may fully participate in and contribute to the deliberations of board meetings and the well-being of her province. Attendance at all board meetings is expected. Service on the board must take precedence over other organizational responsibilities.

FOCUS:

Province representatives are the vital link between churches, dioceses, provinces and the National Board of the Episcopal Church Women.

TASKS:

Communication is an important responsibility. Representatives are to disseminate information on programs and gather information from their constituencies to relay to the board. Newsworthy articles about activities in their provinces may also be requested for inclusion in the Communiqué and eCommuniqué.
At least three weeks before each board meeting, personally contact the diocesan presidents (or the equivalent) and write a summary report for the full board meeting. Email the report to all board members one week prior to the board meeting.
Within two weeks after attending a full board meeting, send a letter to contact persons in their province. This letter is to contain pertinent information from the board meeting.
Maintain a current list of people in their provinces to be contacted. This list should include diocesan bishops, diocesan and provincial ECW presidents, provincial ECW boards (including representatives to United Thank Offering, Church Periodical Club, Altar Guild, Girls’ Friendly Society and Daughters of the King), province coordinators lay and clergy National Executive Council representatives, and other key people in the province. Distribution of letters may be email or US Postal Service or both.
Representative are encouraged to visit as many dioceses in their provinces as time and financial constraints allow and are expected to attend the annual provincial women’s meeting. Province representatives are allowed to use their current budgeted amount to attend provincial and diocesan meetings, but not to include any board meeting for which they are a member or their own diocesan meeting, with the understanding that the entire budgeted amount should not be used exclusively to attend provincial retreats or meetings. Repeat visits to a diocese will not be reimbursed unless approved by the Finance Committee prior to the visit.
They are responsible for informing the Treasurer of identified Aid to Delegate needs.
When a board meeting is in their province: a.make arrangements for the board to have at least one eucharist during the time there; b.
invite the women of the province to meet with the board;
Assignment to two or more board committees is to be expected.
Nominate a non-profit organization in the host diocese of an NECW Board Meeting for a gift of $1,000.
Perform other duties as assigned.
Maintain a notebook with all information pertinent to their province representative tasks, responsibilities, and electronic and print records to be given to a successor.

EXPERTISE NEEDED:

Leadership skills
Oral and written communication skills
Proficiency with computer and other technology devices including online conferencing and social media.

V. Committees

A. Committee Chair Responsibilities

Distribute an agenda to the committee members at least two weeks prior to the full board meeting.
Submit a written report to the Secretary and an oral report to the Board of each committee meeting during the current board meeting.
Move all motions by committee recommendation. In advance of moving the motion, submit the motion to the Secretary.
Prepare the committee budget for the coming year to be submitted to the Treasurer at the second board meeting each year.
Appoint a recorder.
Plan to meet at least one time during each full board meeting.
Maintain a notebook, to be handed to her successor as soon as possible, or to the Secretary to be handed out as soon as the new chairperson is selected. The notebook should contain copies of all agendas, minutes, reports, motions, correspondence received and sent out, and any other information or materials, electronic or print, pertinent to the committee’s work.

B. Standing Committees

Finance

The Treasurer is the chair. The committee is responsible for the development of the expense budget for each year of the triennium, the Triennial

Meeting budget, and the financial reports presented at the Triennial Meeting.

FOCUS:

Maintain a vigilant attitude toward seeing that the Episcopal Church Women National Board implements best practices for financial management, within the guidelines of the Domestic and Foreign Missionary Society.

Job Responsibilities:

Receive the committee requests for preparation of the expense budgets for the upcoming year at the second meeting each year of the National ECW Board.
Prepare and present for approval the expense budget for the following year at the third National ECW Board Meeting.
Prepare, with help of the First Vice-President, the Triennial Meeting Budget for approval by the full board.
Receive the Aid to Delegate applications, and recommend to the full board the amount to be given to each of the applicants who has submitted a properly completed application, following the guidelines of the Aid to Overseas/Triennial Delegates policy.
Assist committee chairs with budget questions.

2. Communications

The Communications Committee is composed of the Second Vice-President, chair, and as many other board members as designated during each triennium.

Job Responsibilities:

Develop and produce resource materials for diocesan and parish ECW groups, such as brochures and prayer cards.
Design, recommend and produce, with board approval, the annual greeting card each year.
Gather resumes, interview, and recommend a Communiqué tor to the full board for approval.
Develop and produce, in association with the Communiqué editor, the official quarterly publication.
Plan and coordinate, in association with the Communiqué editor, the contents of each issue, including the post-Triennial edition.
Encourage board members and others to write articles for the Communiqué and eCommuniqué.
Pursue ongoing conversation with the full board to develop publications of new materials.
Develop and produce miscellaneous communication pieces as requested by other committees (i.e., electronic media, such as web site and e-news, videos, print, public relations materials, press releases, Episcopal Journal, etc.)
Oversee the website and all other multi-media.
Arrange for the printing of all board materials.
Recommend, with the Treasurer, details to the Executive Committee for the following contracts: a. Communique Communiqué editor, b. Triennial Today editor and assistant editor (if needed), c. Photographer
Assure that all printed material is protected with a copyright and date marks.

3. Social Justice

The Member-at-Large for Social Justice is the chair. There are at least four other members of this committee, one of whom shall be designated the Women to Women coordinator.

Job Responsibilities:

Recommend to the full board a social justice focus for the triennium.
Recommend a Triennial Meeting Unified Gift recipient to the full board for approval, and coordinate efforts with the recipient.
Recommend a Triennial Meeting Community Connection recipient to the full board for approval and coordinate efforts with that recipient.
Perform such other duties pertaining to the social justice area as assigned.

Job description for the Women to Women coordinator:

a. Work with the Second Vice-President on all printed materials, brochures, application forms and website.

b. Promote the program through the distribution of printed materials, articles in the Communiqué and electronic communications.

c. Process all grant applications, recommend any grants to the Social Justice Committee, and then recommend to the full board for approval.

4. Worship

This committee is composed of a chair (selected by the committee members) and five other members, including the Triennial Meeting chaplain. The Chair shall have been a delegate to at least one Triennial Meeting. The Worship Chair shall also serve on the Triennial Meeting Team.

Job Responsibilities:

Prepare or assign preparation of daily worship at board meetings, including one eucharist.
Recommend a selection for the Triennial Meeting cross to the full board for approval.
Commission the production of the board-approved design for the cross.
Recommend a musician(s) and a chaplain for the Triennial Meeting for full board approval.
Create Opening and Closing Celebrations for Triennial Meeting.
Create, as requested, letters and flyers for Triennial Meeting mailings.
Create worship/song booklet for the Triennial Meeting and secure licensing.

Worship Committee Chair Job Description

FOCUS:

Offer guidance for the triennium period of the board in the areas of devotions for each meeting and lead the planning of worship for the Triennial Meeting.

Job Responsibilities

Oversee lists for board prayer partners and meeting devotions.
Conduct Worship Committee meetings.
Solicit candidates for Triennial Meeting musician and Triennial Meeting chaplain through recommendations from board members and other sources.
Contact possible candidates for resumes, music, sermons, videos and other informational media for review by Worship Committee.
Report regularly to the board on progress.
Communicate with musician and chaplain that they have been selected for Triennial Meeting.
Work with Treasurer on contracts for musician and chaplain.
Responsible for coordinating needs of the musician for the Triennial Meeting.
Responsible for communication from the board to the musician and chaplain on their responsibilities for attendance at board meetings and other necessary tasks.

5. Triennial Meeting Team

The First Vice-President is the chair. The committee is composed of the Chair, the Second Vice-President (Chair of the Communications Committee), the Worship Committee Chair and the Treasurer, plus at least two other board members.

Job Responsibilities:

Propose a schedule for the Triennial Meeting; set timeline.
Recommend any keynote/featured speakers.
Recommend a Welcoming Event and oversee all preparations for that event.
Recommend any other special events for inclusion at the Triennial Meeting and oversee all necessary preparations for those events.
Oversee workshop topics/presenters and coordinate presenter needs with workshop coordinator.
Determine contents of the various mailings and coordinate the preparation of those mailings.
Work with the board to select appointees for the various Triennial: a. Secretariat manager, b. Certification coordinator, c. Assistant secretary, d. Triennial Today editor and assistant editor, in cooperation with the Communications Committee, e. Floor manager, f. Distinguished Woman coordinator, g. Welcoming Dinner/Event coordinator, h. Workshop coordinator, i. Booth manager, j. Any other program coordinators as needed
Meeting positions, including:
Evaluate all volunteer needs.
Actively participate in the Triennial Meeting subcommittees such as: a. Booth Committee, b. Welcoming Dinner/Event, c. Other subcommittees as determined by the First Vice-President.

6. Bylaws/Policies and Procedures

The committee shall have at least three members, appointed from among current board members, one of whom shall have had previous board experience. The Parliamentarian for the triennium shall attend the regular meetings of this committee at the discretion of the President.

Job Responsibilities:

Meet at least one time each year to review the Bylaws and Policies an Procedures.
Prepare and present Policies and Procedures document changes to the full board when necessary.
Prepare and present Bylaw amendments in a timely manner to the board for subsequent delegate approval at the Triennial Meeting.
The presenter of Bylaw amendments at the Triennial Meeting is the Second Vice-President or a designee.

C. Special Committees

Special Committees will be appointed as necessary by the President with approval of the Executive Committee.

1. Nominating (see Bylaws, Article VIII, Section 1)

Job Responsibilities:

The Nominating Committee, composed of members from nine provinces each triennium is selected as follows:
Each province representative is to submit at least one name to serve on the Nominating Committee to the National Board by the October board meeting or earlier in the second year of the triennium. The board will approve one name from each province to serve on the Nominating Committee beginning on November 1st or earlier of that year through the elections at the Triennial Meeting. A member of the Executive Committee shall be appointed to the Nominating Committee as a Board Liaison.
The Chair shall be appointed by the President with the approval of the
Executive Committee. The Chair shall have attended a Triennial Meeting.
The Chair shall call and preside at committee meetings. All meetings may be in person or via electronic technology.
The Chair, in coordination with the Board liaison, should develop a timeline for work.
The Second Vice-President will assist the Nominating Committee with all printed and electronic materials that are mailed to the Triennial Meeting delegates.
The Chair or her designee must attend the Triennial Meeting to present the Nominating Committee Report.
All communications concerning nominating procedures shall be sent to the entire National Board in hard copy as well as electronically.
Job descriptions and nominating materials are to be reviewed by the Polices and Procedures Committee in the second year of the triennium
prior to the fall board meeting.
A letter inviting nominations must be published by electronic or other means by the following March. It is recommended that this publication
include the following sentence: “Episcopal Church Women affirm and believe all women should have equal opportunity for involvement and leadership in the organization.”
Actively solicit nominees, preferably at least two for each office.
Nominees for President, First Vice-President and Second Vice-President must have served on a previous National Board. Each nominee shall have attended at least one full Triennial Meeting (which could be the current Triennial Meeting) as delegate or alternate, and shall have there commendation of one of the following: her bishop, diocesan president/chair, provincial president/chair, or, if no diocesan Episcopal Church Women organization exists, an established Episcopal woman’s organization functioning within at least five provinces.
The slate of candidates will be included in the second Triennial Meeting mailing.
There will be no nominations from the floor at the Triennial Meeting.
Ensure that each nominee receives a Nominee Information and Checklist.

TASKS:

The Second Vice-President will assist the Nominating Committee in creating all nomination materials before they are submitted for publication.
Nominating Committee will review all forms and information submitted by a nominee before publication of the candidate’s name.
Nominating Committee Chair will present the Nominating Report at the designated Triennial Meeting plenary session.
Nominating Committee Chair and the Parliamentarian will meet with the nominees in the Plenary Room for speech instructions after the Triennial Meeting plenary session for nominations.
Nominating Chair will introduce each nominee before her speech.
The order will be determined in the plenary script for that session.
Nominating Committee will update and review the Nominee
Information and Checklist and other informational material. These materials will be approved by the National Board.

2. ECW/UTO Joint Committee

Each triennium the chairmanship alternates between the ECW President and the UTO President. (ECW was the Chair for 2016-2018; UTO will be the Chair for 2019-2021.)

The committee was established to enhance the flow of information between the two groups. This committee is composed of the President, First Vice-President and Treasurer from the National ECW Board and those appointed by the UTO Board. The committee meets no more than once a year, if needed. The first year of the triennium should be a parallel meeting; the second year of the triennium should be the site visit; the third year the meeting takes place at the Triennial Meeting.

Job Responsibilities:

Representatives of each organization will report at each committee meeting on the activities of their respective organizations, discuss any mutual concerns of the two organizations, communicate back to their full boards, by written report, any pertinent information and evaluate the effectiveness of the Joint Committee.

3. Women of Vision

Women of Vision is a program of the Episcopal Church Women. The board may choose to form a small committee to promote the program.

VI. Financial

A. Advances and Reimbursements

Request for cash travel advances shall be coordinated with the Treasurer.
Receipts must be submitted to support the advance and any unsubstantiated difference returned to DFMS.
Reimbursements for travel expenses should be submitted to the Treasurer no later than two weeks after the expense has been incurred. Original itemized receipts for travel, meals and lodging must be included. (See current travel guidelines found on The Episcopal Church website.)
Reimbursement for non-travel-related expenses should be submitted promptly.
If a member chooses to drive rather than fly, mileage, up to the cost of the most economical airfare, will be paid at the prevailing mileage rate allowed in the church’s travel guidelines.
If a board member pays for meals for any guest(s) on one receipt, the name and official position of the guest(s) must be written on the back of the receipt. Reimbursement for alcoholic beverages is not permitted.

B. Approvals

All expenses pertaining to the work of a particular committee, incurred by a member, must be approved in advance by the committee chair.
The Controller acts as the signatory for the Treasurer. She is responsible for approving the expenses of the Treasurer.
Individual board member out-of-country travel requires prior approval by the entire board. Careful consideration must be given to risk factors. Each board member is responsible for obtaining information for her respective situation, such as health insurance, and carry an emergency card with her health information.

C. Car Rental

No car rentals are allowed without the prior approval of the Executive Committee.
The letter of prior approval must be issued by the Treasurer and attached to the request for reimbursement for any car rental.
Follow the instructions in the letter for car insurance.

D. Honorariums

All honorariums received by members of the National Board are to be sent to the Treasurer for deposit to the appropriate account.

E. Memorials

Memorial gifts approved by the Board shall be $50.00 to the Triennial Meeting Endowment Fund.

F. Aid to Triennial Delegates

After soliciting requests for Aid to Delegates, the Finance Committee sends the applications and funding recommendations to the Executive Committee, which makes a recommendation to the full board for approval.

VII. TRIENNIAL MEETING

A. Hearings

A hearing is a meeting held by the committee presenting a motion or resolution to an assembly or convention; therefore, the presiding officer of the hearing is the chair of the committee. All comments and questions shall be directed to the chair, who may answer them or direct them to another committee member or appropriate person. After being recognized by the chair, a speaker shall give her name, province and diocese or organization represented. A person shall be allowed to speak up to two minutes on each designated section of the document as it is presented.

B. Election Policy

Standing for office should be a positive experience for each candidate. It is urged that there be conversation and interviews of candidates, but competitive campaigning should not occur.

C. Delegate Orientation

PURPOSE: To give to all delegates, and especially first-time delegates, information regarding procedures, schedules, and plenary etiquette. The orientation will be held in the Triennial plenary room prior to the beginning of the Triennial Meeting.

Agenda for this orientation:

Welcome – President
Program Scheduling – First Vice-President
General Information – Second Vice-President
Plenary Etiquette and Voting Procedures – Parliamentarian
Question and Answer period

D. Delegate Committees

Communications, Credentials, Evaluations, Hospitality, Resolutions, Timekeepers

These committees provide support for the National Board to facilitate the smooth running of the Triennial Meeting. Each delegate committee has a board liaison and a chair from among the delegate members. Other National Board members and Triennial Meeting staff may attend committee meetings to provide additional resources and support.
Each board liaison will convene the initial meeting of her assigned committee and will assist the committee on an on-going basis.

E. Administrative Job Descriptions

1. Chaplain

FOCUS:

Provide spiritual support, advice and direction for the Triennial Meeting.

TASKS:

Work with the Worship Committee in development of worship for the Triennial Meeting.
Be the spiritual leader at the Triennial Meeting, giving meditations and homilies as required by the schedule.
Be available to the Triennial Meeting community for counseling and consultation.

EXPERTISE NEEDED:

Must be ordained.
Be supportive of the mission and ministry of ECW.
Multilingual and musical abilities are helpful.

TIME COMMITMENT:

Must attend the entire Triennial Meeting.
Attend one or more board meetings as directed by the board.
Works under contract.

BOARD LIAISON: Worship Committee Chair

2. Musician(s)

FOCUS:

Provide appropriate music, following the Triennial Meeting theme, to enhance the worship experience during the Triennial Meeting.

TASKS:

Provide music for the Opening and Closing Celebrations, all plenary sessions, and at other times as requested by the board. Work with the Worship Committee on music selection.

EXPERTISE NEEDED:

Musical talent
Ability to lead music in a large group, to encourage group participation
Familiarity with all genres of Episcopal church music

TIME COMMITMENT:

Be present at the entire Triennial Meeting.
Attendance for at least part of the mid-term board meeting at the Triennial Meeting site.
May attend other board meetings as agreed upon in advance.
Works under contract.

BOARD LIAISON: Worship Committee Chair

3. Certification Coordinator

FOCUS: Oversee the certification for the Triennial Meeting

TASKS:

Receive certification forms from dioceses and organizations.
Maintain database of certified delegates and alternates.
Maintain contact with General Convention office to ensure accuracy of roster.
Send roster updates to the Executive Committee and other board members as requested.
Oversee the Credentials Committee work.
Work with the First Vice-President.

EXPERTISE NEEDED:

Organizational skills
Attention to detail
Computer skills, especially with spread sheets
Email accessibility

TIME COMMITMENT: From time appointed through the Triennial Meeting. Time varies, but the last year of the triennium is the most time-consuming.

BOARD LIAISON: This is a board position.

4. Floor Manager

FOCUS: Serve during the Triennial Meeting to assist the President and the First Vice-President by overseeing the flow of activities in the Plenary Room. Must be present in the Plenary Room fifteen minutes prior to the beginning of each session until fifteen minutes after the conclusion of each session.

TASKS:

Provide a smooth flow of movement of the participants during the Triennial Meeting.
Respond to requests for necessary changes of furniture and equipment.
Oversee the Hospitality coordinator.
Work with the Workshop coordinator when workshops take place in the Plenary Room.

Note: Plenary scripts will be provided to ensure proper advance notice of events.

EXPERTISE NEEDED:

Organizational skills
Tact and diplomacy

TIME COMMITMENT: Work with the First Vice-President, Workshop coordinator and Worship Committee during the last year of the triennium and during the Triennial Meeting.last

BOARD LIAISON: This is a board position

5. Hospitality Coordinator

FOCUS: See that all delegates, alternates and guests are well received.

TASKS:

Meet with the First Vice-President to review the Triennial Meeting schedule and hospitality needs.
Meet with the coordinators of major Triennial Meeting events (Distinguished Woman and Welcoming/Event Dinner) to review their needs.
Convene delegate Hospitality Committee at the beginning of the Triennial Meeting to explain their responsibilities.

Note: Plenary scripts will be provided for information and scheduling purposes.

BOARD LIAISON: This is a board position.

6. Workshop Coordinator

FOCUS: Work closely with the First Vice-President to coordinate the planning of, preparation for, registration for, and implementation of the workshops offered at the Triennial Meeting.

TASKS:

1. One year prior to Triennial Meeting:

a. Discuss the printing of the Workshop Booklet with the Second Vice-President,

b. Receive from First Vice-President and the board information about proposed workshops and leaders including:

1. Name, address, phone number(s), and email address of the presenters

2. Presenters’ workshop topic

c. Contact proposed workshop leaders and invite them to lead a workshop at the next Triennial Meeting. If they agree, request the following:

1. Presenter’s short biography

2. Presenter’s publicity photo

3. Title of workshop with brief synopsis, maximum capacity number of participants, and equipment needed for the workshop

d. Coordinate with Treasurer to develop contracts and return signed originals to the Treasurer. By three months prior to Triennial Meeting, describe workshops in a Workshop Booklet online. Post signup online and receive registrations from delegates, alternates and guests. Priority is given by receipt date and to delegates and paid alternates.

3. Two months prior to Triennial Meeting:

a. Send emails to the workshop presenters giving them all information necessary for their presentations.

b. Prepare lists of workshop assignments, a master list and a list for each workshop presenter or participant.

c. Prepare a card listing workshop assignments for each workshop registrant.

d. Prepare lists for additional registrations at the Triennial Meeting for space-available workshops.

4. At the Triennial Meeting:

a. Distribute workshop assignment cards via the Secretariat.

b. Post additional sign-up lists in the Secretariat and provide necessary instructions to the Secretariat manager.

c. Work with First Vice-President, workshop floor manager and plenary floor manager to ascertain that necessary room arrangements, signs, equipment, evaluations, volunteers, etc., are in place.

5. Maintain a notebook with all information pertinent to the workshop coordinator’s tasks, responsibilities, and electronic print and records to be given to the First Vice-President to pass on to a successor.

EXPERTISE NEEDED:

Organizational skills
Computer skills
Presentation skills

TIME COMMITMENT: This is a major time commitment before and during the Triennial Meeting.

BOARD LIAISON: This is a board position.

7. Workshop Floor Manager

FOCUS: Serve during the Triennial Meeting to assist the workshop coordinator.

BOARD LIAISON: This is a board position.

8. Distinguished Woman Coordinator

FOCUS: Coordinate the Distinguished Woman program, which honors a woman from each diocese who is committed to the mission and ministry of ECW.

TASKS:

Develop, publish on the website and email to each diocesan president the selection forms by April of the second year of the triennium.
Receive the selection from each diocesan president by January of the Triennial Meeting year.
Order Distinguished Woman pins, with approval of the board.
Coordinate preparation of certificates, including the signing of the certificates by the National President.
Prepare the Distinguished Woman album for display. Make certain a picture is included with each form in the book. Place the Continuing Resolution (WHAT IS THIS?) in the front of the book.
Display all previous albums at the Triennial Meeting.
Prepare Distinguished Woman booklet to be presented to the honorees, delegates and guests.
After Triennial Meeting, the albums will be held by the current Distinguished Woman coordinator until a new coordinator is appointed.
Work with the Resolutions Committee to create a resolution recognizing the Distinguished Women of that Triennial Meeting and attach booklet to this resolution.
Prepare an article for Triennial Today with group picture recognizing the honorees.
Deliver copy of booklet to the Secretary for the archives.
Plan invitations and luncheon for recipients and guests and see to program.
Maintain a notebook with all pertinent information and materials both printed and electronic to be given to the First Vice-President to pass on to a successor.

EXPERTISE NEEDED:

Organizational skills and attention to detail
Layout experience for certificates and display book
Writing skills
Computer skills

TIME COMMITMENT:

Preparation of selection forms by designated deadline

Preparation of certificates, booklets and album prior to the Triennial Meeting.

At the Triennial Meeting, coordinate the display of the albums and recognition of the honorees and supervise the luncheon.

BOARD LIAISON: First Vice-President

9. Welcoming Dinner/Event Coordinator

arrangements for invitations (including the mailing list), according to the Triennial Meeting timeline, reservations, menu, bar and decorations for the Welcoming Dinner. The practice is to alternate hosting the Welcoming Dinner with the UTO. ECW hosted in 2018.

TASKS:

Receive from the First Vice-President information necessary for preparation of invitations for the Welcoming Dinner, including the theme, the logo, the colors, the date, time and place, the menu with options, the price, the program and a sample of the previous invitation.
Compile mailing list from President’s list and other special guests approved by the board by the first meeting of the third year of the triennium. Give copy of list to Treasurer.
Send camera-ready copy of the invitation to the by the prescribed deadline.
Create invitation flyer for delegates’ second mailing. Ask delegates to wear their name tags.
Receive reservations for the dinner, keeping the First Vice-President and Treasurer updated on number of reservations, including names of special invited guests.
Prepare and distribute tickets for reservations.
Prepare list of those reserving after the deadline.
Work with the Secretariat manager to update the list of late reservations.
Arrange for table decorations for the dinner.
Oversee volunteers taking tickets, verify late reservations.
Create name tags for guests.
Have additional blank name tags available at the dinner.
Submit copy of the program to the Secretary to be included in the archives.
Maintain a notebook with copies of all materials generated along with comments/suggestions and give it to the First Vice-President to pass on to a successor.

EXPERTISE NEEDED:

Organizational skills
Creativity

TIME COMMITMENT:

Prior to the Triennial Meeting: as needed to design invitation, accept reservations and prepare table decorations. At the Triennial Meeting: day of the Welcoming Dinner/Event.

BOARD LIAISON: First Vice-President

8. Elections Supervisor

Appointed by the President.

FOCUS: Ensure that the elections are conducted with proper election procedures.

TASKS:

Work with the Parliamentarian to establish correct election procedures.
Prepare ballots, based on information received from the certification coordinator as to the number of delegates in attendance.
Obtain sufficient number of tellers and, with the Parliamentarian, give them instructions on proper tallying procedures.
Receive from the certification coordinator the number of ballots issued to the delegates.
After election closes, collect ballot boxes and take them to the designated site for tallying.
Write the teller’s report, give the report to the Assembly, then hand the report to the President?

BOARD LIAISON: Parliamentarian

F. Operations Job Descriptions

1. Secretariat Manager

FOCUS: Oversee the Secretariat at the Triennial Meeting.

TASKS: Assist board members with their official duties:

Provide general office support.
Assist with late reservations or sign-ups for Triennial Meeting events.
Supervise the Secretariat volunteers.

EXPERTISE NEEDED:

Organizational skills
Problem-solving skills
Knowledge of board members’ responsibilities, procedures and programs
Working knowledge of the Triennial Meeting

TIME COMMITMENT:

From at least one day prior to the opening of Triennial Meeting until the meeting has ended and the Secretariat is dismantled.

BOARD LIAISON: First Vice-President

2. Assistant Secretary

FOCUS: Make a complete record of all plenary sessions during the Triennial Meeting.

TASKS:

Take accurate minutes of all business conducted at the plenary sessions of Triennial Meeting
Transcribe the minutes following each plenary session.
Provide the minutes to the National Board at their first Board Meeting following the Triennial Meeting.

EXPERTISE NEEDED:

Listening and comprehension skills
Ability to digest material presented and transcribe complete, accurate and concise minutes
Computer proficiency

TIME COMMITMENT: The days of Triennial Meeting on which plenary sessions are held.

BOARD LIAISON: Secretary

3. Triennial Today Editor

FOCUS: Oversee the daily reporting and publication of all Triennial Meeting events.

TASKS:

Plan each edition of Triennial Today and make assignments to the assistant editor and other staff members.
Work with the Communications Director of General Convention to coordinate ECW news coverage.
Gather materials for the post-Triennial Meeting Communiqué from the Triennial Today materials.

EXPERTISE NEEDED:

Journalism experience, editing and computer skills
Organizational skills
Ability to work well with others, and to direct the volunteer staff
Ability to work under pressure of deadlines

TIME COMMITMENT: Must be present for the entire Triennial Meeting, arriving the day before the meeting begins, and remaining until the final issue of Triennial Today is published.

BOARD LIAISON: Second Vice-President

4. Triennial Today Assistant Editor

FOCUS: Assist the Triennial Today editor in the reporting and publication of Triennial Today.

TASKS:

Assume leadership in the publication should the editor be unable to perform her duties.
Assume any responsibilities assigned by the editor.

EXPERTISE NEEDED:

Journalism experience, editing and computer skills
Organizational skills
Ability to work well with others, to direct volunteers and to take direction from the editor
Ability to work under pressure of deadlines

TIME COMMITMENT: Must be present for the entire Triennial Meeting, arriving the day before the meeting begins, and remaining until the final issue of Triennial Today is published.

SUPERVISOR: Triennial Today editor

5. Booth Manager

FOCUS: Manage the operations of the ECW booth in the Convention Exhibit Hall.

TASKS:

With direction of the board liaison, oversee planned layout of booth (may utilize other personnel to assist in planning and actual layout).
Set up and dismantle booth sale items. Sale items are selected by a committee of board members, chaired by the Treasurer.
Complete a beginning and ending inventory.
Oversee booth during hours of operation.
Prepare schedule for volunteers to staff booth.
Handle daily banking of booth monies as directed by the Treasurer.
Daily post schedule of Triennial Meeting and workshops at the booth.
Facilitate handouts of ECW resource material.

EXPERTISE NEEDED:

Organizational skills
Ability to prepare cash deposits
Ability to work with volunteers

TIME COMMITMENT: Arrive by the Exhibit Hall set-up date determined by General Convention and remain until the booth is dismantled.

BOARD LIAISON: As determined by the board.

Note: The National Board of the Episcopal Church Women will set policy for any sales and distribution of materials. They will also arrange for the rental of the booth space, tables, chairs, electrical connections, etc., and registration for the booth manager. The board will reimburse any agreed-upon incidental expenses of the manager.

Edited for committee work. 5-19

Revised 10/10/2019

** online version is for reference only **