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OSSCC
Policies
1. Policy
Definition: A policy is the fundamental guideline for programs and
governance of Oregon Safe Schools and Communities Coalition and
is a rule or regulation that prescribes a guide for action to carry
out the intent and purposes of its Bylaws and Mission.
Established: A policy of the OSSCC is established by action of the members at
the Annual Meeting.
Interim
Policy: Interim policy is a rule or regulation that establishes
guidelines in an area that is not covered by the Bylaws. Interim
policy can be established by the Board of Directors but must be
reviewed and voted upon at the next Annual Meeting.
Amendment: A policy may be amended at the Annual Meeting by a majority vote
of those in attendance. Proposed policy amendments must be presented
in writing to the OSSCC members at least thirty days before the
meeting.
Adopted:
June 4, 2005
2.
Membership Dues
Basic dues depend upon the size of an organization’s membership,
but an organization may
contribute more or less depending on it’s ability to pay.
An organization may also negotiate an in-kind alternative to dues
if the organization is a government agency or, for any other reason,
is unable to make a financial contribution.
Suggested
Organizational Membership Dues follow and are based on yearly budgets:
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Under $5,000 per year, $25
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$5, 000 – under $10,000 per year, $50
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$10,000 – under $50,000 per year, $100
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$50,000 – under $150,000 per year, $150
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$150,000 or more per year, $200
Adopted:
June 4, 2005
3.
Committees
The chairs of the OSSCC Board of Directors committees shall come
from the Board. Each
of these committees shall have three-to-five members.
Adopted:
June 4, 2005
4. Membership Committee
The Membership Committee will include the secretary of the OSSCC
Board, an additional Board member and three (3) OSSCC members appointed
by the Board.
The
goal of the Membership Committee is to develop an involved and broad-based
membership that can effectively carry out the mission of OSSCC.
The tasks of the Membership Committee are to:
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Encourage current members to renew membership each year
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Recruit new individual or organizational members who reflect
Oregon’s diversity and OSSCC’s constituency in relation.
Adopted: June 4, 2005
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5.
Board Sustainability Committee
The tasks of the Board Sustainability Committee are to:
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Assess current OSSCC Board of Directors with regard to its
strengths and needs that facilitate or hinder OSSCC in fulfilling
its organizational mission.
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Recruit and orient prospective Board members from OSSCC members,
and others, to serve on the Board as approved by the Board.
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Orient new members of the Board about their role with OSSCC
and the Bylaws and Policies that govern its operational procedures.
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Develop job descriptions for officers and other Board members
as appropriate.
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Work in conjunction with the Board to establish a procedure
for staggering board member terms of office so that board continuity
is maintained.
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Provide ongoing oversight and direction for Board recruitment,
orientation and retreats.
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Recruit and replace committee members as necessary.
Adopted:
June 4, 2005
6.
Resource Development Committee
The Resource Development Committee will include the treasurer of
the OSSCC Board, an additional Board member and three (3) OSSCC
members appointed by the Board.
The
tasks of the Resource Development Committee are to:
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Develop
and implement fundraising and development programs.
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Determine
fund raising strategy, including legacy, annual and other giving
vehicles.
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Identify,
cultivate and solicit donations from individuals and organizations.
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Develop
and implement strategies for increasing and diversifying the
membership base in conjunction with the Membership Committee.
Adopted:
June 4, 2005
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7.
Workshops
OSSCC provides two types of
workshops:
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Informational (brief presentations
about OSSCC—about 30 minutes).
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Capacity Building (in-services
or other workshops that are interactive and build skills of
faculty, staff, students or other groups—lasts anywhere between
1 hour to 4 hours).
OSSCC
requests submission of request at least two months prior to the
projected date to give the request proper consideration and to design
the workshop to meet the needs of the group. The request for a workshop
should include information about the goals regarding the project.
Expenses
for workshops could include: preparation time, travel time, actual
time spent presenting, materials, mileage and meals.
Informational
presentations have no fee, although a donation is appreciated to
help cover costs and to support the coalition's work.
The
cost for OSSCC's educational services is $100 for a 2-hour presentation
and $30 for each additional hour for a group of approximately 30
people. Due to limited resources, OSSCC can provide education at
a reduce rate for a limited number of organizations. Requests will
be reviewed on a case-by-case basis.
Questions
to be asked of the requester:
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Do you have a budget for outside educators or speakers?
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Could
your organization provide a minimal donation to cover travel
and supply costs? Suggested donation is between $10-20 (more
if travel or presenting time is significant) so that we may
cover mileage for our educators as well as materials
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How will you provide us with an evaluation of the project, including
the objectives that the project accomplished? Each presenter
is paid $10.00/hour for time spent preparing, traveling and
presenting. One hour workshop, one hour prep, one hour travel
= $30. (3 presenters: total cost = $90) Three hour workshop,
three hour prep, one hour travel = $70. (3 presenters: total
cost = $210) Youth and adults are paid at same rate.
Adopted:
June 4, 2005; Revised: June 3, 2006
8.
Spending Procedure
Requests
for money from OSSCC must include the goal of the proposed project
and a budget, and should be submitted to the Board at least a month
in advance of the time the money is needed. Emergency requests will
be considered with less lead-time. Presentation at Board meeting
is preferred, but email requests are acceptable if there will not
be a meeting before the money is needed. Approval from the Board
is required, whether the decision be made via email or in person.
In designing programs and projects, added weight will be given to
the following criteria: Statewide impact Direct involvement of youth
21 and under Strengthening the diversity of the coalition (e.g.,
in terms of ethnicity or gender) Benefit to small or rural communities
Sizeable impact
Adopted:
June 4, 2005; Revised: June 3, 2006
9.
Responsibilities of Board of Directors' Members
- All
Board members will pay dues to join OSSCC as individuals, unless
officially representing a member organization.
- Board
members will recruit new members to OSSCC.
- Board
members will contribute time; service; and secure in-kind donations
(such as printing, food, beverages, space, etc.).
- Board
members will help identify major donors to the Resource Development
Committee.
- Board
members will help identify other possible resource development
opportunities.
Adopted:
June 2, 2007
10.
Corresponding Secretary
The
Corresponding Secretary of the OSSCC Board shall be responsible
to maintain the membership database. The corresponding secretary
will send a membership renewal letter to all individual and organizational
members in September. The corresponding secretary will send a letter
to all members at least 30 days in advance, announcing the spring
Annual Meeting. The corresponding secretary sends a letter to acknowledge
each new membership and each membership renewal, including acknowledgement
of the membership donation amount. The corresponding secretary sends
a letter to acknowledge any other monetary or in-kind contribution
made to OSSCC.
Adopted:
June 2, 2007
11.
Editor
The Editor of the OSSCC Board shall be responsible to prepare a
two-page or more issue of the OSSCC newsletter at least once per
year--ready in June for Pride. The purpose of the newsletter is
to review the OSSCC activities for the year for donors, coalition
members, schools and the community at large. The editor may request
articles from members, school teams, and Board members, but the
editor will format the newsletter, prepare it for printing and make
sure that copies are made.
Adopted:
June 2, 2007
12.
Historian
The Historian of the OSSCC Board shall be responsible to collect
and organize all items, such as newspaper articles, photographs,
materials of sponsored events, etc., that give a history and involvement
of the operation of OSSCC.
Adopted:
June 2, 2007
13.
Advocacy and Outreach Committee
The Advocacy and Outreach Committee will include an OSSCC Board
member as chair, an additional Board member and three (3) OSSCC
members appointed by the Board. The goal of the Advocacy and Outreach
Committee is to offer support and education to individuals and groups
in the community. The tasks of the Advocacy and Outreach Committee
are to:
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Make
support available to youth, parents or school personnel, to
intervene in possible sexual orientation or gender identity
bias or harassment.
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Provide
workshops to schools, organizations and professional conferences.
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Maintain
a file of agendas and activities for workshop presentations.
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Staff
an information table at conferences and events.
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Maintain
a file of resources to supply information tables.
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Seek
new opportunities for workshops and tabling.
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Coordinate
with the OSSCC Statewide Training Planning Team.
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Coordinate
with the Oregon GSA Network Leadership Team.
Adopted
by Board: September 19, 2007
14.
Conflict of Interest
1. Conflict of interest may involve actual or potential financial
gain or any situation where personal benefit is placed above the
welfare of the organization. Most conflict of interest situations
fall into a gray area where ethics and public perception are more
relevant than legal issues.
2.
Board of Directors must conduct their personal affairs to avoid
any possible conflict of interest with their duties and responsibilities
as directors and officers of Oregon Safe Schools and Communities
Coalition. Occasions may arise when a Director has a financial interest
in a contract or transaction upon which action is taken or withheld
by the Board. Therefore:
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Material
facts as to such financial interest shall be disclosed by such
Director when the matter comes up for action by the Board.
- The
Director having such financial interest on any matter shall not
vote or use any personal influence in regard to that matter (except
that the member may state a position on the matter and respond
to questions about it); however, such member may be counted in
determining the quorum for the meeting at which the matter is
voted upon. The minutes of the meeting shall reflect that the
disclosure was made and the abstention from voting.
- Any
Director may, and is encouraged to, raise a concern about Conflict
of Interest at any regular or special meeting of the Board. If
necessary, a vote may be taken to determine if a Conflict of Interest
exists and if a majority of Directors at a meeting in which a
quorum is present determines that a Conflict of Interest exists,
they may direct that action to be taken to resolve the Conflict
of Interest. Failure to resolve a Conflict of Interest as determined
by a majority vote of the board may result in dismissal of the
Director in question from board service according to established
policy for removal of Board Members.
Adopted
by Board: September 19, 2007
15.
Non-discrimination
Oregon Safe Schools and Communities Coalition recognizes the diversity
and worth of all individuals and groups and their roles in society.
All individuals and groups shall be treated with fairness in all
activities and programs without regard to sexual orientation, gender
identity, socio-economic status, age, ancestry, color, creed, disability,
marital status, national or ethnic origin, race, religion, or sex.
Adopted
by Board: September 19, 2007
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