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.
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 inkind 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:
- Under $5,000 per year, $25
- $5, 000 – under $10,000 per year, $50
- $10,000 – under $50,000 per year, $150
- $50,000 – under $150,000 per year, $300
- $150,000 or more per year, $500
3. 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.
Each committee shall have at least one Board member on the committee. Each of the committees shall have three-to-five members.
B. Membership Committee
1. The Membership Committee will include the secretary of the OSSCC Board, an additional Board member and three (3) OSSCC members appointed by the Board.
2. The goal of the Membership Committee is to develop an involved and broad-based membership that can effectively carry out the mission of OSSCC.
3. The tasks of the Membership Committee are to:
- Encourage current members to renew membership each year
- Recruit new individual or organizational members who reflect Oregon’s diversity and OSSCC’s constituency in relation.
C. Board Sustainability Committee
The tasks of the Board Sustainability Committee are to:
1. Assess current OSSCC Board of Directors with regard to its strengths and needs that facilitate or hinder OSSCC in fulfilling its organizational mission.
2. Recruit and orient prospective Board members from OSSCC members, and others, to serve on the Board as approved by the Board.
3. Orient new members of the Board about their role with OSSCC and the Bylaws and Policies that govern its operational procedures.
4. Develop job descriptions for officers and other Board members as appropriate.
5. Work in conjunction with the Board to establish a procedure for staggering Board member terms of office so that Board continuity is maintained.
6. Provide ongoing oversight and direction for Board recruitment, orientation and retreats.
7. Recruit and replace committee members as necessary.
D. Resource Development Committee
1. 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.
2. The tasks of the Resource Development Committee are to:
- Develop and implement fundraising and development programs.
- Determine fundraising strategy, including legacy, annual and other giving vehicles.
- Identify, cultivate and solicit donations from individuals and organizations.
2. Develop and implement strategies for increasing and diversifying the membership base in conjunction with the Membership Committee.
E. Advocacy and Outreach Committee
1. 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.
2. The goal of the Advocacy and Outreach Committee is to offer support and education to individuals and groups in the community.
3. The tasks of the Advocacy and Outreach Committee are to:
- Make support available to youth, parents or school personnel, to intervene in possible sexual orientation or gender identity bias or harassment.
- Provide workshops to schools, organizations and professional conferences.
- Maintain a file of agendas and activities for workshop presentations.
- Staff an information table at conferences and events.
- Maintain a file of resources to supply information tables.
- Seek new opportunities for workshops and tabling.
- Coordinate with the OSSCC Statewide Training Planning Team.
- Coordinate with the Oregon GSA Network Leadership Team.
F. Communications Committee
The tasks of the Communications Committee are to:
1. Work corroboratively with the Advocacy and Outreach Committee to research outreach opportunities aimed at providing visibility of OSSCC as an organization, including print/web articles, tabling opportunities, Pride, and radio interviews, and to present said information to the Board in a timely manner
2. Develop and implement a marketing/branding plan for OSSCC.
3. Ensure that OSSCC publicity materials, including brochures, websites and press releases, are uniform, accurate, and updated/distributed in a timely fashion.
4. Identify, cultivate and solicit relationships with members of the press and relevant staff at partner organizations
5. 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.
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.
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.
8. Conflict of Interest
A. 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.
B. 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.
1. Any material facts as to such financial interest shall be disclosed by such Director when the matter comes up for action by the Board.
2. 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.
3. 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.
OSSCC provides two types of workshops:
A. Informational (brief presentations about OSSCC—about 30 minutes).
B. 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:
1. Do you have a budget for outside educators or speakers?
2. 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
3. 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.
10. 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:
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
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: June 4, 2005
Revised: June 3, 2006
Revised: June 2, 2007
Revised: May 17, 2008
Revised: May 7, 2011