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THE COMMUNICATORTHE COMMUNICATORTHE COMMUNICATORTHE COMMUNICATOR
Issue: January 2012
A monthly publication of news important to
NEW YORK STATE WOMEN, Inc
nyswomeninc.org
PRESIDENT’S MESSAGE LOUD(ER) & PROUD(ER) – LET YOUR VOICE BE HEARD!
from Pat Hendrickson
I extend my sincerest wishes for a Happy, Healthy and Prosperous New
Year to all of our members and their families. This will be a year of
challenges and changes in many ways. Some of us will experience
fortunes, while others will endure hardships and losses. Life brings us on
many unforeseen adventures and tests our faith, hopes and our
willingness to be charitable. Our strength and endurance will surely be
tested. However, it is our womanhood that allows us to survive and rise
to meet all occasions. It also helps to have others provide us with the
necessary support to realize positive outcomes. New York State
Women, Inc. will continue to face the challenges of change as our
officers, committees and members provide us with inspiration, direction
and support.
Our March Meeting will be held March 2-4, 2012, at the Radisson Hotel,
Corning, NY. As I mentioned in the last Communicator, it will present
more opportunities to fulfill our goals and reinforce the key elements of
this year’s theme. The March Meeting Committee, co-chaired by Lois
Force and Maryellen Morgan, will feature several programs and speakers
of interest, as well as unique entertainment. We will welcome another
group of young women to our Youth Leadership Program, a program
designed to provide high school students with knowledge and
experiences that will expose them to opportunities and challenges that
they may face in their future. Please make your reservation now. Forms
have appeared in the recent issue of NIKE, the Communicator and are
available on our web site, www.nyswomeninc.org. This meeting will
feature workshops on legislative process and procedures, life planning
for women of all ages, more on communication and public relations, and
elements of membership building. We invite you to join us in fulfilling our
vision and achieving our mission. The Strategic Planning Committee is
working diligently on the next phase of proposed changes to our
organization’s structure and policies. I have attached the tentative March
Meeting Schedule for your review. If there are any needs not being met by this schedule of events,
please e-mail me.
As always, I encourage members to use the NYSWI Web Site to access documents and publications,
update your member profiles and search for other members. It is an invaluable means of communication,
along with the Communicator and NIKE. Please share information about our efforts with members and
potential members. Remember: LOUD & PROUD!!
I have attached a brief summary of the monthly Executive Committee Meeting held on December 5, 2011.
My e-mail is patron29@verizon.net.
In this issue
► President’s Message ►March Board Meeting
• Call to Board Meeting
• Schedule
• Special Meeting
• Register online – see Web Site update
• Board book reports deadline 2/15/12
► Youth Leadership Conference Registration Form – New form! ► From the PE – info for DD/ADD meeting ► Mission for Career Recognition chairs ► Nominating Committee Announcement ►Strategic Planning ideas ► EC meeting notes
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On behalf of the Executive Committee, we wish you and your families the happiest, healthiest and most
humbling of holidays. Live, Love, Laugh and Give!!!
HAPPY HANNUKAH
MERRY CHRISTMAS
HAPPY KWANZAA
PUBLIC RELATIONS – PUBLIC SPEAKING – POLITICAL INVOLVEMENT
LOUD & PROUD - LET YOUR VOICE BE HEARD
FROM THE PRESIDENT-ELECT Sue Mager
LBer633655@aol.com
Happy New Year New York State Women Inc. members! I hope the holidays were good to you and
yours. I am looking forward to spring (silly because in my neck of the woods we really have not
experienced any winter yet) and the March meeting in Corning, NY. If you've never been there, you are
in for a treat. A quaint yet bustling village awaits you and you won't want to miss the Corning outlet
store. Members will want to attend this meeting as a special meeting will be held Saturday from 10:00 am
to 12:00 noon. Further information on the purpose of this meeting is in the President's Call to Meeting in
this issue. Hope I see you there.
To the District Directors and Assistant Directors: Your meeting will be held Friday March 2nd from
6:00pm to 7:00 pm in the Keuka room. If you cannot attend this Board meeting, you may appoint up to
two representatives to attend the DD/ADD meeting to gather information for your District. Please email
me at LBer633655@aol.com with any specific items you would to address, and/or names of your District
representative/s. This is your meeting, and we will devote time to the issues you wish to place on the
agenda. I have asked the Executive Committee to join us at 7:45 pm for a brief chance to share some
time together before hearings/workshops on Strategic Planning and Bylaws take place, and the real work
begins!
Enjoy breaking those New Year's Resolutions. Hey, isn't that what they're all about? Sometimes you've
just gotta break the rules (or resolutions), Happy New Year.
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COMMITTEE NEWS – MEMBERSHIP
2ND Vice President Amy Kellogg ajkellogg@aol.com
Renee Cerullo cerullo@rlcomputing.com Web Site Update
Starting on Monday, January 9, 2012, you will notice some major changes to the New York State Women,
Inc. web site. These changes were implemented to make the web site more user friendly and to take full
advantage of the technology that is available. We will continue to add new features and are working to
make the web site and even more valuable tool for our members and our chapters.
Be on the lookout for a call for information from all chapter presidents, so that your events can be added
to the calendar on the web site and news can be included on the home page.
Please take a look at the new web site and let us know what else you would like to see!
March Board Meeting Payment Update
At the Fall Board meeting, there was an announcement made that we would be working on getting the
ability to accept payment for the March Board meeting on our web site. We are pleased to announce that
effective immediately, this option is available! Further, this system is a full registration system. Even if
you aren’t comfortable paying online, you can still register on line and then send your payment by check.
As we move forward, this online system will help ease the burden on the registration chair as an attendee
list can then be printed prior the event and email reminders can be sent to all attendees.
If you haven’t already done so, please register for the March Board meeting by going to the web site.
Once there, go to the event calendar and click on the Winter Board. Then at the bottom click REGISTER.
Fill out the desired information. On the confirmation screen, choose whether you will be paying by credit
card (Pay by PayPal) or by check (Make Offline Payment). If you choose to pay by credit card you will be
redirected to PayPal’s processing web site. You do NOT have to have a PayPal account to use this. Enter
your credit card information and then you are all set and will be redirected back to the NYSW web site.
Your registration information will be sent to the treasurer and to Elsie Dedrick, the registration chair. You
will also get an email confirmation of your registration. Should have any questions, please feel free to
contact myself at ajkellogg@aol.com or Renee Cerullo at cerullo@rlcomputing.com
SUMMARY OF EXECUTIVE COMMITTEE MEETING
– 12/5/2011
Executive Committee members present: Pat Hendrickson, Sue Mager, Amy Kellogg, Colleen Ostiguy,
and Laurie Livingston. Absent: Elissa Serfass, Clare Sullivan. Guest(s): Maryellen Morgan, IPSP
Recording Secretary – Colleen Ostiguy
- Presented minutes of 10/25/11 Executive Committee Meeting
- Evaluation Report from 2011 Conference will be forthcoming; considering electronic surveys in
future
Treasurer – Laurie Livingston
- Presented an update on Financial Status of NYSWI
- Reviewed status of Insurance
- Reported on status of 2011 Fall Board & Member Meeting budget report
- Discussed plans to facilitate the 2012-13 Budget process
- Reported on the process of setting up a Pay Pal account to facilitate registrations for 2012 March
Meeting
- Reported on issues related to our website management and contract
- Will send deposit to Radisson for secure contract for 2012 March Meeting
President – Pat Hendrickson
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- Update on 2012 March Meeting
- Maryellen Morgan reported on status of Vendors to be present at 2012 March Meeting
- Reported on tentative schedule for 2012 March Meeting
- Discussion of confirmation of site selection for 2012 Conference – Hampton Inn and Suites,
Albany, NY
President-Elect – Sue Mager
- Reported on District connections
- Update on status of the Leadership Directory – will follow-up w/ D XI on officer status
- Reported on plans for coordination of Spring District Meetings and assigned EC Reps.
- Reported on reaction to response to article re: Dr. Pepper advertising campaign which appeared
in NIKE and the Communicator – will send copy of NIKE to Dr. Pepper and article to NOW
(National Organization of Women) to attest to our view of their recent product advertising as a
betrayal of women in advertising
2nd
Vice President – Amy Kellogg
- Liaison to Membership Committee and By-laws Committee
- Reported on status of communications with above committees and Strategic Planning Committee
- Confirmed booking of Hampton Inn, Albany, for 2011-2012 Conference
- Confirmed coordinated effort to set-up PayPal registration capabilities w/Laurie in time for March
Meeting & Conference Registrations
Additional Items
- Next EC Meeting scheduled for January 11, 2012 @7:00 p.m
COMMITTEE UPDATES – CAREER RECOGNITION
Gale Cohen, Chair
g.s.cohen920@gmail.com
To: Career Recognition Chairs
THIS IS YOUR MISSION IF YOU CHOOSE TO ACCEPT THIS ASSIGNMENT
� BY MAY 1, 2012 TO HAVE 1 CANDIDATE FROM EACH DISTRICT TO COMPETE AT STATE
LEVEL
THIS IS THE CRITERIA FOR THE CANDIDATES
• Membership in good standing of a Local Chapter of New York State Women, Inc. is required at the time of competing at the State Level.
• No age restrictions
• One of the following:
1. Employed for a minimum of one (1) year, but less than three (3) years experience in the position.
2. Re-entry into the workforce after a three (3) year absence from employment.
3. Able to document an exceptional achievement or career advancement in their career in the last
three (3) years.
4. Able to document an exceptional achievement in the area of education, civic duty or volunteerism
in the last three (3) years
� Have you planned your Local and Spring District speak-off?
� Did you know that the winners at State Level have a chance of 1st prize $500.00, 2nd prize $300.00
and 3rd prize $200.00?
� Are you motivating your members to take advantage of the opportunity for personal and professional
development?
� As the Career Recognition Chair have you sent your contact information to me? If not please send to
me.
� Do you have any questions or concerns? Contact me at g.s.cohen920@gmail.com
Gale Cohen, NYSW, Inc. CR Chair
p.s. each one of us has a gift and as women we should share our experiences to help all women to use
their gift. When they share how and why they chose the path to go on, it is the gift of giving motivation to
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women. The chain keeps on going, is this not what we are all about? If we change this generation then
the next will do the same. Wow! what a world we could and will have, one woman at a time changing the
world.
COMMITTEE NEWS – MANUAL OF INSTRUCTION
Neale Steiniger & Carolyn Frazier, Chairs
nsteiniger@si.rr.com
Thank you to those who have submitted their revised segments of the MOI for consideration at
the March board meeting. For those still working, the deadline is January 16th. And thank you
for all your doing. Enclosed in this Communicator issue is the MOI for a Special (Member)
Meeting. With the others, this will be presented to the board for discussion & vote. There are
still offices/chairs available for re-write. If you’d like to volunteer, please check the website site
MOI page – if the last column says ‘volunteer needed’ please volunteer! Thank you so much.
COMMITTEE NEWS – NOMINATING
Linda K Provo, Chair
bpwny12986@verizon.net
2012!!! Where has the time gone? As Winter Board is fast approaching, March 2-4, 2012, the Nominating Committee is seeking qualified candidates to run for New York State Office. All offices are currently up for election ~ ~ ~ Candidate packets may be obtained through the New York State Women, Inc. website, by contacting Linda Provo, Chair at 346 Park Street, Tupper Lake NY 12986 (518) 359-2671or any member of the Nominating Committee. We have many capable, intelligent, dedicated and passionate members who have excelled on the local and district levels. Now is the time to take it to the next level by serving as a State Officer giving you an opportunity to utilize your skills, talents and experience to be a creative force for positive change – and – offer our membership and our organization a choice as to who will represent them. The deadline for submission of completed forms is March 1, 2012 or five (5) days following the close of the Board which would be March 9, 2012.
COMMITTEE NEWS – STRATEGIC PLANNING
Linda Przepasniak, Chair
Linda295@aol.com
At the last statewide meeting, this past fall, the Board directed the Strategic Planning Committee to work
on developing a six (6) region proposal for discussion and action at its next meeting, which will be March
3rd
, 2012. Since then, quite a bit of conversation has taken place at chapter and district meetings. A note
of thanks goes to all of you who participated, especially members of the Executive Committee who led
discussions at the various district functions. Many questions were raised, including travel time, regional
representation and district treasuries. While the response to regional restructuring tends to be positive,
much work still remains to be done. Hopefully, the information in this issue of the Communicator will serve
as a launching point to begin more dialogue which will culminate at a series of workshops and meetings
at the NYSW Inc. March meeting in Corning, NY.
The Strategic Planning Committee’s 6 Region Plan is not based on membership numbers, but is based
on county boundaries. Attached you will see Map “A” which is the current 11 district configuration with
membership numbers included (as of November 30, 2011.) Map “B” is a first draft of a 6 Region Plan. It is
our opinion that we cannot base the region boundaries on numbers or chapters because of membership
fluctuation. Members come and go, chapters come and go. You will see that major cities are noted on
the map…Buffalo, Rochester, Syracuse, Utica, Schenectady, Albany, Yonkers, Westchester, New York
City, etc. Each proposed region has at least one major population center in it.
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We have not added the chapters within the regional boundaries. Because each chapter does not have a
specific geographic boundary, the realignment will need discussion and input. However, there will be
obvious placements. Some chapters do cross county boundaries, and for those “on the edge” of a new
region, it is proposed that the chapter decide where it would like to be. Strategic Planning is also
proposing that we name the regions, instead of using numbers. This gives us a fresh start and a new
beginning. Suggestions are open to names.
Regions should have the ability to decide for themselves how they should conduct their meetings.
Technology has broadened opportunities for communication and regions may want to hold face-to-face
meetings, electronic meetings or joint chapter meetings. The important take-away is that members are
connected to each other, the chapter, the region and the state.
Many have expressed concerns about at-large members, e-chapter members and their participation in
regional and state governance. This issue will be on the agenda for the March statewide meeting and
merits serious dialogue. Please feel free to send your thoughts and suggestions to us.
In addition to the 6 Region Plan, a proposal has been put forth by 2nd
Vice President Amy Kellogg and
Secretary Colleen Ostiguy to divide the state into 5 regions. At this time, a map is not available; however,
chapters have been assigned to regions. The five regions were created using membership numbers with
a basis in geography, evening out the regions. In this breakdown of regions, Region 1 would have 156
members, Region 2 would have 117 members, Region 3 would have 107 members, Region 4 would have
105 members and Region 5 would have 143. This would provide somewhat close to equal
representation.
The Kellogg/Ostiguy proposal also outlines methods for dissolution of existing districts, with emphasis on
distribution of district treasuries, a process for the first regional officer election and proposed changes to
bylaws.
As many are aware, a series of bylaws changes relative to the district/region structure need to be made.
There is a positive sign that many of these changes can be moved from bylaws to guidelines in order to
provide flexibility as our state organization grows.
Please take the time to review this information. It is important. The decision to change the number of
regions will be discussed and taken up by the NYSW Board of Directors at its March meeting. If you can
attend, by all means, do so, as a workshop and special meeting of the members will be held during that
weekend. Feedback is also critical and necessary. My email address is Linda295@aol.com
I always say that we are a work-in-progress. Let us progress to the next level.
Follows:
A – Current District May with membership numbers
Aa – membership totals by Chapter and District
B – Draft Map of 6 Region Plan
Kellogg/Ostiguy suggestions for consideration and feedback
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NEW YORK STATE WOMEN, INC – November 30, 2011 membership totals
DISTRICT CHAPTER MEMBERS TOTAL
1 Supervisors 1
1 1
II Bay Ridge 37
Richmond Cty 28
Staten Island 49
II 114
III Capital 27
III 27
IV Falls Region 14
Saratoga 4
Schnectady 28
Tech Valley 7
IV 53
V Central NY 19
Metro Utica 5
Mohawk Valley 12
Rome 15
V 51
VI Delhi 3
Gr Binghamton 13
Norwich 10
Sothern Tier 11
Susquehanna 10
Tri-Town 10
Walton 14
So Finger Lake 24
VI 95
DISTRICT CHAPTER MEMBERS TOTAL
VII Lake to Lake 11
PW Finger lakes 50
Steuben 13
Yates 13
VII 87
VIII Buffalo Niagara 44
Chadwick Bay 14
Clarence 21
Grand Island 21
Jamestown 12
Lakeshore 18
Niagara Frontier 20
VIII 150
IX PW Sullivan 27
Town & County 12
Westchester 16
IX 55
X Eastn Suffolk 3
Nassau 7
Westn Suffolk 17
X 27
XI Adirondack 7
St Lawrence 8
XI 15
At Large 9
MAL l9
Total Membership 684
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REGIONAL ORGANIZATION STRUCTURE (Submitted by KELLOGG/OSTIGUY)
PROCESS GUIDANCE:
Dissolution of Existing Districts:
Effective July 1, 2012, the current Districts shall cease to exist. The treasury of each district shall be
distributed in the following manner:
1. 25% of the existing treasury will be given to the New York State Women, Inc. treasurer. Such money will be held until the region representing the majority of the chapters in the current district has established a bank account for the new region. Once the bank account is established, the New York State Women, Inc. treasurer will redistribute the 25% to the new region.
2. The remaining 75% of the treasury will be distributed in one of the following ways: a. The remaining treasury will be divided equally among the chapters located in the
district; b. The remaining treasury will be donated to a non-profit organization; or c. The remaining treasury will be partially divided between the remaining chapters and a
non-profit organization. 3. The distribution of the 75% of the treasury will be determined by each district at their Spring
2012 district meeting. 4. All treasury distributions must be made by July 1, 2012. Any monies not distributed by July 1,
2012 will be transferred to the New York State Women, Inc. treasury.
Creation of Regional Organizations:
Effective July 1, 2012, there shall be five (5) regional organizations in the State of New York.
• Region 1 shall consist of Supervisors & Admin Association of NYC, Bay Ridge Brooklyn Chapter, Richmond County Chapter, Staten Island Chapter, Nassau County Chapter, Eastern Suffolk Chapter and Western Suffolk Chapter.
• Region 2 shall consist of Capital Region Women’s Network, Town and Country Chapter, Falls Region Chapter, Saratoga Springs Chapter, Tech Valley Chapter, Central New York Chapter, Metro Utica Chapter, Professional Business Women of Rome, Adirondack Chapter and St. Lawrence Chapter.
• Region 3 shall consist of Delhi Chapter, Susquehanna Chapter, Greater Binghamton Chapter, Walton Chapter, Norwich Chapter, Tri-Town Chapter, Mohawk Valley Chapter, Southern Tier Chapter and Professional Women of Sullivan.
• Region 4 shall consist of Southern Finger Lakes Women, Steuben County Chapter, Yates County Women Chapter, Professional Women of the Finger Lakes and Lake to Lake Women.
• Region 5 shall consist of Buffalo Niagara Chapter, Grand Island Professional Women’s Chapter, Clarence Chapter, Chadwick Bay Chapter, Jamestown Chapter, Lake Shore Chapter and Niagara Frontier Chapter.
As new chapters are created and added to New York State Women, Inc. the Board of Directors shall vote
to assign the new chapter to an existing Region based on a recommendation of the Executive Committee.
Elections of First Regional Officers:
The first regional officers will take office on July 1, 2012 and will replace the existing District Director and
Assistant District Director positions. The first regional officers will be elected by May 12, 2012. The first
regional elections will take place by email/paper ballot sent out by the State to every member of the
region on May 1, 2012. Every member of the region will receive a ballot containing the names of those
individuals wishing to run for Regional Director or Assistant Regional Director position. If a member has
an email address on file, the ballot will be sent by email. If there is no email address on file, the ballot will
be mailed. A member will be elected to the Regional Director or Assistant Regional Director position by
obtaining the majority of the votes cast. The results will be announced on May 12, 2012. After the first
election, the Regional Directors and Assistant Regional Directors will be elected in the Spring in a manner
determined by the Region.
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Statement of Intent to Run for Regional Director or Assistant Regional Director:
To run for Regional Director or Assistant Regional Director, a member must be a member in good
standing of a local chapter located in the region and shall have served as a chapter president for at least
one year. The member must file a statement of intent to run listing the member’s name, address, chapter,
region and position sought by April 28, 2011 with New York State Women Inc. 2nd
Vice President, Amy
Kellogg. Any member who files such statement will be included on the ballot sent to the member’s of the
region. After the first election of these positions, the bylaws shall govern any and all future elections.
BYLAWS CHANGES:
Duties of the Regional Director or Assistant Regional Director
Each region shall have two Regional Directors and an Assistant Regional Director. These positions shall serve for a one-year term, with a maximum of two consecutive terms. The Regional Directors shall be a member of the Board of Directors of the state organization and shall attend state Board meeting and state Conference. It shall be the duty of the Regional Directors:
a. Act as liaison officers between the local chapter and the state organization; b. Assist the local chapters in the region in the furthering of state and local programs; c. Work to stabilize and promote membership within the region; d. Assist the state membership chair in organizing new local chapters in the region; e. Maintain a close relationship with local chapter presidents in the region; f. Ensure that each local chapter in the region is visited by either a Regional Director or Assistant
Regional Director at least once a year; g. Plan regional meetings, preside at all regional meetings and submit a report of each regional
meeting to the state president-elect; h. Provide for the election of the succeeding Regional Directors and Assistant Regional Director in
accordance with the procedures outlined in the Regional Organization Structure. It shall be the duty of the Assistant Regional Director to assist the Regional Directors as the Regional
Directors so determine.
Regional Meetings
Each Region shall hold two (2) meetings per year. At least one (1) meeting shall be held in person. The
second (2) meeting can be held in person or through telephonic or electronic means. This includes:
conference calls, webinars or other means to be determined by the Regional Directors and Assistant
Regional Director. Notification of a regional meeting should be given to the state president-elect and all
regional members at least thirty (30) days prior to the Regional Meeting. The method of notification shall
be at the discretion of the Regional Directors and Assistant Regional Director.
Appointment of Alternate Officers
If the Regional Directors or Assistant Regional Director cannot attend a state Board meeting or state
Conference, the Regional Directors shall appoint a representative to assume the position(s) of Regional
Director at the state Board meeting or state Conference. This officer(s) shall be given voting rights at
state board meetings or at the state conference when either or both of the Regional Directors are unable
to attend.
Vacancies in Regional Director or Assistant Regional Director Position
In the case of a vacancy in the office of Regional Director or Assistant Regional Director, a special district
meeting shall be called to elect a Regional Director or Assistant Regional Director. However, should the
vacancy occur before the Regional Director or Assistant Regional Director’s positions are ratified at state
conference, a special district meeting shall be called to elect a Regional Director or Assistant Regional
Director.
Structure of the Regional Governing Body
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In addition to the Regional Directors and Assistant Regional Director, there shall be a secretary,
treasurer, and any other position(s) deemed necessary by the Regional Directors. The duties for these
positions shall be determined by the Regional Directors.
MEMBER NEWS
Get Well Wishes to Patricia Yoder Clark, an active member of the Susquehanna Chapter and
New York State Women, Inc. Not only is she the chapter’s newsletter editor and secretary,
many members enjoy her interpretive performances of women from history. Patricia is
recovering from a stroke she suffered on Jan 6th. We all wish her well. Patricia’s home address
is 56 Stratton Rd., Newark Valley, NY 13811
DID YOU KNOW - - -
If you are logging in to the members only section for the first time, click on MEMBERS LOGIN, enter your
email and password nysw09 (you will be asked to customize it) and check out the information available to
all members on the new and improved website at nyswomeninc.org.
CALENDAR 2012
January 15 Deadline to submit to NIKE
January 16 Martin Luther King Day
January 23 Chinese New Year – Year of the Dragon
February 3 State Board Meeting Deadline for Reservation, early Registration
February 15 Deadline to send Board book Report to Colleen Ostiguy, costiguy@gmail.com
February 20 President’s Day
March 2-4 State Board Meeting, Corning NY
March 10 Daylight Saving Time begins
March 15 Deadline to submit to NIKE
April 7 Passover
April 8 Easter
April 17 Equal Pay Day
May 13 Mother’s Day
May 19 Armed Forces Day
May 28 Memorial Day
June 1-3 NYS Women, Inc. Annual Conference
June 14 Flag Day
June 17 Father’s Day
July 4 Independence Day
July 15 Deadline to submit to NIKE
Please send information for the Communicator by the 20th
of each month to nsteiniger@si.rr.com
Chapter Presidents, please distribute
the Communicator to members who do not have email. With thanks, Neale
NYS Women Inc. Mission
To build powerful women
personally, professionally, and politically
NYS Women Inc. Vision
To make a difference
in the lives of working women
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BOARD MEETING ANNOUNCEMENTS
NOTICE TO BOARD MEMBERS
Deadline to submit reports for the board book is February 15th, 2012. Please
send them to Colleen Ostiguy at costiguy@gmail.com
IN THIS ISSUE � Call to Board Meeting
� Call to Special Meeting
� Board Meeting Schedule
� Youth Leadership Conference Registration Form
� (amended)
� Reality Store Information
� Information on
a. Special Meeting
b. On-line Registration
c. Strategic Planning ideas for feedback
Details for the Special Meeting at the March Board Meeting
There will be a special meeting held in conjunction with the March Board Meeting. This special meeting
is being held to address several governance changes that have been proposed by the Strategic Planning
Committee and the Bylaws Committee.
For those who are not familiar with the process, this special meeting is needed in order to make changes
to our bylaws. At Board Meetings, only the members of the Board of Directors can vote. Any actions
taken at a Board Meeting are then moved to the Annual Conference where all members can vote to
approve the actions of the Board of Directors. This current structure creates significant delay between
original approval of an idea or change and the actual implementation. At a special meeting, all
members can vote and action can be taken immediately.
The special meeting that has been called for the March Board Meeting will address several changes that
have been proposed by the Strategic Planning Committee and the Bylaws Committee. Information on
these proposed changes will be in both this month’s and next month’s communicator. We wanted to
make sure that there was plenty of notice of the changes. If you have any suggestions, reactions or ideas
as it relates to any of these changes, please let us know. We are putting the information out there early
so that we can get feedback and present the most balanced plan to the members at the special meeting.
In addition to the special meeting, there will be a workshop of the Strategic Planning and Bylaws
Committees on Friday night, March 2, to discuss the presented changes and any other ideas that may
arise.
For this reason, we hope you can all attend the March Board meeting and play an active part in the vote
and discussion regarding these changes. If you have any feedback regarding these changes before the
March Board Meeting, please let us know.
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Call to Meeting
2012 MARCH MEETING of NEW YORK STATE WOMEN, INC.
CALL TO: 2012 MARCH MEETING DATES: MARCH 2-4, 2012 LOCATION: RADISSON HOTEL, CORNING, NY HOSTS: DISTRICT VII TO: Executive Committee, Members of the Board of Directors, and all Members of New
York State Women, Inc.
NOTICE is hereby given that the 2012 March Meeting of New York State Women, Inc. will be held Friday, March 2, 2011 through Sunday, March 4, 2012, at the Radisson Hotel, in Corning, New York. Lois Force and Maryellen Morgan are serving as Co-Chairs, with members of District VII as hosts. Elsie Dedrick is Registration Chair for the event. Colleen Ostiguy is the contact for the Board Book. She can be reached at costiguy@gmail.com. The New York State Women, Inc. Youth Leadership Development program is scheduled to take place during the same time period and is chaired by Helen Rico, NYSWI, with Karen Hunter, NYSWI Vice Chair. District VII Chair, Kristen Stewart, and Co-Chair, Hillary Egburtson, have assisted in developing a dynamic program for this year’s participants. The 2012 March Meeting will officially begin on Friday, March 2, at 6:00 p.m., with the DD/ADD Meeting. The March Meeting will feature the next in an on-going series of workshops conducted by the Strategic Planning Committee as they pertain to additional changes to the Structure and Governance of our organization. This is of vital interest to our members and will require participation and serious discussion as we move our organization forward. President-Elect, Susan Mager will meet with the District Directors and Assistant District Directors. Additional Committee meetings and presentations are scheduled. Breakout sessions will feature speakers on different Life Planning strategies and Social Media Security. A special presentation will be made by the Public Relations Committee. Saturday Lunch will feature a program on the topic of Domestic Violence Against Women. Our Saturday Evening Dinner will feature both a program on Women in the Military and special entertainment. Sunday morning will feature a presentation by the Youth Leadership Development participants. The 2012 March Meeting will end at 12:00 p.m., following announcements.
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NEW YORK STATE WOMEN, INC.
2012 MARCH MEETING SCHEDULE
TIME EVENT LOCATION
Friday, March 2, 2012
3:00 p.m. – 5:00 p.m. Executive Committee Meeting President’s Suite
2:00 p.m. – 6:00 p.m. March Board Registration Hotel Lobby
6:00 p.m. – 7:00 p.m. DD/ADD Meeting Keuka
7:30 p.m. – 9:30 p.m. Strategic Planning & By-Laws Workshop Keuka
(Hospitality Suites to be announced
Saturday, March 3, 2012
7:00 a.m. – 8:00 a.m. Breakfast Keuka
8:00 a.m. – 11:00 a.m. March Board Registration Hotel Lobby
8:15 a.m. - 8:45 a.m. Legislation Workshop Seneca
8:45 a.m. - 9:15 a.m. Under 60 Life Planning Workshop Keuka
8:45 a.m. - 9:15 a.m. Over 60 Life Planning Workshop Seneca
9:30 a.m. - 10:00 a.m. Board of Directors Business Session - 1st
Session Seneca
10:00 a.m.- 12:00 p.m. Special Meeting Seneca
12:30 p.m.- 1:45 p.m. Lunch - Domestic Violence Program Keuka
2:00 p.m.- 4:00 p.m. Board of Directors Business Session – 2nd
Session Seneca
Hearings (as needed/requested) – MOI, Resolutions, Seneca
Public Policy, By-Laws, Communications, Personal/
Professional Development/Finance Committee/
Legislation & Advocacy
4:15 p.m. - 5:45 p.m. Public Relations Seneca
6:30 p.m. - 7:30 p.m. Cocktails (Cash Bar) – Networking Cayuga
7:30 p.m. - 9:00 p.m. Dinner- Military Program & Entertainment Keuka
(Hotel Bar is open 4 p.m. – 11 p.m. w/ entertainment from 8 p.m. – 11 p.m.)
Sunday, March 4, 2012
7:00 a.m. - 8:00 a.m. Breakfast Keuka
8:15 a.m. - 9:00 a.m. Career development (501c3) Meeting Keuka
9:15 a.m. - 10:00 a.m. Social Media Security Keuka
10:15 a.m. - 11:30 a.m. Board of Directors Business Session – 3rd
Session Keuka
Youth Leadership Presentation
11:30 a.m.– 12:00 p.m. Announcements Keuka
LOUD & PROUD - LET YOUR VOICE BE HEARD
Public Relations – Public Speaking – Political Involvement
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CALL TO SPECIAL MEETING
DATE: March 3, 2012
TIME: 10:00 A.M. TO 12:00 P.M.
LOCATION: RADDISON HOTEL, CORNING, NY
TO: Executive Committee, Members of the Board of directors, and all members
of New York State Women, Inc.
NOTICE is hereby given that a special meeting of the members of New York State Women, Inc. will be
held on Saturday, March 3, 2012, at 10:00 a.m. to 12:00 p.m., at the Radisson Hotel, Corning, New York.
As per Article XVII: STATE CONFERENCE, Section 2 of the New York State Women, Inc. Bylaws, this
special meeting is called for the purpose of voting on: (a) proposed amendments to the Bylaws (details
will be forthcoming); and (b) proposed changes by the Strategic Planning Committee to the structure and
governance of New York State Women, Inc. Information from the Strategic Planning Committee appears
in the January Communicator and will be posted on the New York State Women, Inc. website.
Proposed amendments and changes require a two-thirds vote for adoption and, if approved, shall
become effective immediately at the close of the Special Meeting.
All members of New York State Women, Inc. are encouraged to attend this meeting for the purpose of
voting.
Patricia M. Hendrickson
2011/2012 President, New York State Women, Inc.
January 11, 2012
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MANUAL OF INSTRUCTION – Proposed
Section Name: Structure & Organization
Section Number: 3.07d
Title: State Meetings: Special
Description: A special meeting is a meeting held between the Annual Conferences for a specific, time-
sensitive purpose.
Approval and Notification of the Special Meeting
A special meeting of members may be called by the President if deemed necessary by the executive
committee with approval by a majority vote of the Board of Directors (Article XVII Section 2).
Approval of the Board of Director may be obtained by the Executive Committee at a regularly scheduled
Board meeting or via an electronic meeting and vote.
A Call to Meeting shall be sent by the President at least 30 days in advance of the meeting.
1. The Call shall state: date, starting time, place and purpose of the special meeting.
2. The Call shall be sent, by electronic or printed means, e.g., NIKE and the Communicator, to all
members in good standing
3. The Purpose of the meeting shall be made clear in the Call to Meeting and only that business may
have action except if voted to be Emergency Business (see Agenda/requirements for Emergency
Business).
Agenda of the Special Meeting
1. The Agenda for the Special Meeting shall be prepared by the President and distributed to the
members prior to the start of the Special Meeting.
2. The business considered at the Special Meeting shall be the business stated in the Call to Meeting.
3. Business that does not meet the 30 day advance notice shall be considered Emergency Business
and can be taken up for discussion and action with the unanimous approval of the members in
attendance and should be considered under New Business.
� Emergency Business is defined as an issue that cannot be handled by the duties as defined in
the bylaws and cannot wait until the next general membership meeting due to the timing of the
action needed.
4. Other business, not included in the Call to Meeting and not approved as Emergency Business, shall
not be considered.
5. Hearings involving Bylaws or other Policy Action shall be held within the Special Meeting Agenda to
eliminate redundancy in presentations and discussions.
Voting at the Special Meeting
a. The voting body at the special meeting shall be any member in good standing who has paid a full
meeting registration fee (Article XVII Section 3)
b. The Registration Chair will present a separate Credentials Report indicating the number of members
in good standing.
c. This report shall list the total number of members present who are eligible to vote (not listed by office)
and the number of chapters represented
d. The Credential Report will stand as the Roll Call for members attending and shall be attached to the
official detailed Registration Report and the meeting’s minutes. (Note: as this is a ‘member’ meeting,
no one is required to check in with the Recording Secretary.)
e. Voting members from at least one-third of the local chapters shall constitute a quorum (Article XVII
Section 6).
f. No member shall have more than one vote and no voting by proxy shall be allowed (Article XVII
Section 5).
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g. At the written request of the President, a vote of the members may be taken by mail or
electronic/technical means. A majority vote shall have the force and effect of a vote taken at a
conference or special meeting (Article XVII Section 4).
Financial Implications
Refer to the NYS Women, Inc. annual budget for any approved funds for special meetings.
Included in Toolkit
For more information go to:
TK 3.07d Sample Call to Special Meeting
TK 3.07d Rules for Special Meeting
Date of Board Approval:
Effective Date:
BYLAWS: see ARTICLE XVII: STATE CONFERENCE and ARTICLE XIII: DUTIES OF
OFFICERS
* Underlined passages denotes wording from the NYS Women, Inc. Bylaws
Rationale: This new MOI segment clarifies the purpose and procedure for a special meeting.
SPECIAL MEETING STANDING RULES 1. All members shall keep registration badges in evidence throughout the session. 2. Main motions must be in writing and handed to the Recording Secretary. 3. All speakers shall state their name and the name of the local to which they belong. 4. When speaking to a motion, each speaker will declare if speaking in the affirmative or the negative
and will be limited to two minutes. 5. A speaker cannot speak twice to the same motion until everyone else wishing to speak has done so. 6. The privilege of the floor may be given to a visitor by majority vote. 7. All guests granted permission to attend the meetings should sit in seats assigned by the Meeting
Committee. 8. Debate on each subject will be limited to ten (10) minutes inclusive of points of information, etc. 9. There shall be a timekeeper for the session. 10. The minutes of this meeting shall be approved by the State President and the Executive Committee. 11. The current edition of Robert’s Rules of Order, Newly Revised shall be the parliamentary authority
for the conduct of business for any procedure not covered in the New York State Women, Inc. bylaws or Manual of Instruction.
12. The President is empowered to make changes in the Business Agenda and Meeting Schedule to expedite the business of the Organization.
13. All business of the Special Meeting that requires a vote by the voting body must be distributed to the membership 30 days in advance of the Meeting or be unanimously approved as Emergency Business.
14. All items of new business must be submitted to the Recording Secretary, in writing on a Motion Form, prior to the start of the Session.
15. All personal communication devices such as, but not limited to, cell phones and pagers must be put on silent mode during the session A $5.00 penalty will be assessed for each violation; said penalty will be donated to NIKE.
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New York State Women's Inc Youth Leadership Conference Registration Form
March 2-4, 2011 Radisson Hotel
125 Denison Parkway East, Corning, NY 14830
YOUTH LEADERSHIP CONFERENCE REGISTRATION FORM
Name: _________________________________ Local Organization: _____________________ Address: ____________________________________________________ District: __________ City/State/Zip:_________________________________________________________________ Phone: ________________________________ E-Mail Address_________________________ Make Checks Payable to New York State Women, Inc. In the memo please state YL Conference participant
Completed form & payment to: Kristen Stewart, 48 Rumsey Street, Apt 101, Bath, NY 14810 607-794-0171, kas7722@gmail.com
**Each Registrant is asked to bring a current Resume with them to the Conference.**
Registration Fees for All Attendees: Advance Registration $60.00 if postmarked by February 3, 2012 On Site Registration $65.00 postmarked after February 3, 2012 Winter Board Meals: ______ Saturday Meal Package (Lunch, morning & afternoon snacks) Included in registration fee.
TOTAL AMOUNT ENCLOSED $____________ Dietary Requirements: ( ) Diabetic ( ) Gluten Free ( ) Low Sodium ( ) Lactose Intolerant ( ) Special Diet ( ) Other – please specify: Name Tag Information: ( ) YL Participant - What you would like on your nametag: ____________________________________________ Future Career Goal – What career would you like to pursue? (engineer, actress, teacher, doctor, lawyer, secretary, etc.) ______________________________________________________________________ T Shirt size:___________________________________________________________
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Youth Leadership Reality
Workshop
At the Youth Leadership Reality Workshop participants
will:
• Identify possible educational and career choices with corresponding income and
lifestyles
• Learn skills for financial planning including goal setting and decision making
• Examine attitudes about careers, earnings and quality of life
• Make choices about how they will spend their money
• Examine how the choices they make today will affect their future
The Youth Leadership Reality Workshop presents a real life simulation in which the participants select a career and make lifestyle choices. The participants then receive one month’s salary (after taxes) and must pay for their lifestyle choices at 18 booths, run by members of New York State Women, Inc. For example, depending on the size of their family, they select a housing option, to rent or own, number of bedrooms and either a base, moderate or luxury model. Based on their selection they must pay their mortgage or rent, buy insurance and purchase furniture. The participants also pay for groceries, clothing, transportation, phone and television, student loans and many other everyday expenses that the average 28-year old would incur. They also must visit the “Life’s Unexpected” booth where they draw numbers for a random event. This event may be the birth of child, a lottery windfall, or a DUI charge. Based on the event, additional expenses may be incurred. This is a great opportunity for girls to start thinking about life or preparing for the future.
Location: Radisson Hotel, Corning, NY Date: March 3, 2012 Time: 8:00 a.m. – 4:00 p.m. Target Audience: High School Girls in Grades 10-12 Applications/Cost: $60 (Includes workshop fee, lunch & snacks) Some
scholarships may be available, inquire for more details)
Friday evening the girls are also invited to a special evening of pampering and dinner. We will start the evening at Atlas pizzeria for dinner at 6:00 pm then after dinner; makeovers are in order for hair, nails and make-up. The evening will conclude with a social event.
Please share with other girls throughout New York State. Questions, contact Kristen Stewart at 607-794-0171, or kas7722@gmail.com.
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