 | Carol Danaher introduced herself and her role as the Affiliate Director
for CAEYC. Her role is to provide technical support to the local affiliates.
|
| Introductions were made around the table. |
| Carol Danaher asked about the internship program for training in public
policy |
| Sandy asked Carol Danaher to clarify the role of the Governance
committee.
 | Carol advised that the governance committee reviews the by-laws,
mission statement, and the vision statement annually. A note about the
by-laws – they were written using a template and there are
inconsistencies based on the template. NAEYC knows that she is working
on reviewing all the by-laws and updating them. There is budget monies
for CAEYC to hire a parliamentarian to review these and she will update
SFAEYC when this is done |
|
| Sandy asked Carol D. to explain the nominations and elections process to
the board
| Carol Danaher suggests that we start this summer to identify and
grow leaders for the Fall (July is the start of the fiscal year).
Ideally when the SFAEYC is up and running we will be grooming people to
be leaders. The nomination policy is to identify candidate starting in
September for a slate, make nominations in January and send out ballots
in March or April in order that the new officers take office in July. |
| Sandy suggested that we identify who comes off the board in July. |
| Carol stated that the President-elect sits for one year and is on
the same cycle as the treasurer and secretary. The second cycle includes
the vice president, etc. |
| Carol Danaher suggested that we look at our by-laws for board
members |
| Liz noted that we can change the bylaws with the membership's
approval |
| Sandy asked if most affiliates have VPs or if CAEYC had eliminated
the VP position on its board
| Carol Danaher said that one VP was removed, leaving a VP to
oversee committees, budget plans, and approve expenses sent to the
treasurer. |
|
| Mark asked who if SFAEYC had fileld the VP position and if there
were any additional unfilled positions |
| Carol Danaher asked us to download the membership and start looking
for people interested in becoming more involved to become involved in
committees |
|
| Sandy inquires if the chair of the Public Policy committee should
maintain the log and Carol Danaher said it is up to SFAEYC
| Liz said she and Kerrie could keep the log and provide copies from
each meeting for the president's binder. |
| Sandy asked if they have a format and Kerrie affirmed. |
|
| Mark asked if the SFAEYC board officers and committee chairs can overlap
| Carol Danaher said that the committee chairs are appointed not
elected members of the board. SFAEYC by-laws state that there should be
one at-large member who helps balance equal representation on the board.
Probably not a necessary position but we must leave it as it is until
the by-laws are amended. The by-laws do not state that the committee
members have to be members of the board. The three main committee chairs
(Public Policy, Accreditation, and Nominations & Elections) must be
voting members on the board and that they are usually appointed by the
new president to align the focus of the board. |
|
| Sandy asked Carol to clarify the role of the Accreditation committee
| Carol Danaher said the committee should raise awareness about the
importance of accreditation and the process. |
| Sandy said that SFAEYC is currently seeking membership/chair for
this committee. |
| Carol Danaher suggests finding someone who is a NAEYC validator or
someone who has been accredited from the NAEYC website. |
| Action note: Liz and Sandy each have a lead that they will follow up
on for a chair. |
| Carol Danaher asked the chair to call her and that they generally
form their own committee. |
|
| Mark asked if the member at large can also be a committee member
| Sandy asked if Mark was volunteering for this role and Mark replied
that he was |
|
| Carol Danaher said that the key to the committees is that they meet on
their own
| Sandy said the committees are to meet in the off month from the
general meeting. |
|
| Sandy said that Zyda asked about ordering books and how this is done for
SFAEYC to get 10% credit from the sales.
| Carol Danaher said that we take the orders and fill out the
paperwork |
|
| Sandy said that Carol had sent a letter about our duties: annual
reports, bylaws, etc |
| Carol Danaher added that the treasurer should prepare a financial
statement for each meeting including how much was earned in dues or
fundraising, itemized list of expenditures and a month-to-month balance
sheet.
| Sandy asked if we need to think about any Federal or State tax forms
at this point |
| Carol Danaher said not now and asked where we were in the budget
process |
| Sandy said that CAEYC currently has a preliminary budget. |
| Carol Danaher advised that committees should make plans and get
their budget submitted by July 1st but that the preliminary budget
should be given to her for now. Also to put together financial
statements for the end of March and April showing the ending balance. |
|
| Sandy said that we need to to consider the operating objectives (Annual
CAEYC conference, Governance, Leadership development, marketing, membership,
professional development, public policy, publications) and that Carol has
more from CAEYC. We are currently meeting some of the objectives
| Carol Danaher asked that we report on progress and our new
directions |
| Sandy said for example the events suggested by that committee last
month and then asked Carol how frequently affiliates need to have to
have a general meeting |
| Carol said we have to hold a general meeting at least once a year. |
| Sandy asked if these board meetings qualify as they are open to the
membership. |
| Carol said that they do not qualify but that we can have a board
meeting prior to a general meeting. Notice about a general meeting
should go out to the membership at least 30 days prior to the date.
(Elections could be done by ballots at a general membership meeting.) |
| Mark asked if this meeting needs to be activity based and what is
the required attendance |
| Carol Danaher said that we only need a quorum and that is low and
easy to meet. The meeting can be for networking and serve refreshments |
| Mark asked if the crux of the meeting is to give the general
membership a voice and Carol confirmed this. |
|
| Mark asked for a copy of the bylaws and Sandy made more available to
look at possible changes necessary
| Carol Danaher said that we don't need approval of the general
membership for small changes. She suggested planning a simple event and
get the word out. |
| Mark suggested that the events committee work on the picnic at the
beginning of the school year |
|
| Carol asked if we have a newsletter that we can include information from
each committee
| Mark said that he sends an email each month and that having an event
to promote CAEYC would be a great way to get the newsletter going |
| Carol Danaher suggested that we time the newsletter to announce an
event in about three weeks and that a flier would also be fine |
|
| Sandy asked that the membership committee check for new members and send
a welcome packet |
| Carol Danaher also said that we need to do a survey of the membership
once a year and try to design survey to find out what we really want to know
from the membership. She also said that dues are going up in September and
that we should renew early and for two years
|
