Policies and Procedures

Statement of Purpose

The purpose of this organization is to unite the women of the Episcopal Church in
Province VIII to fulfill their mission of worship, service, study and outreach,
working in cooperation, collaboration, and mutual respect with the Province,
dioceses, congregations, clergy and Bishops.

Meetings

The Board of Directors shall meet at least once per year, Quarterly, or more frequently as needed. Meetings may be in person or online via Zoom. Three members of the Executive Board shall constitute a Quorum.

All Communications

All Province VIII ECW communications, materials, and reports made public via the website, social media, USPS, or through email must have prior approval from the President or a quorum of the Executive Board (3 members) before distribution and posting.

Duties of Officers

President

Shall serve ex-officio on all committees except the Nominating Committee
Shall appoint the Nominating Committee at least six months prior to the annual meeting in the year preceding the Triennial Meeting of Episcopal Church Women.
Shall ensure that all Board Members have read the current version of the Bylaws with regard to their duties.

Vice-President, Representative to the National ECW Board

Shall submit her report to the National Board for review by the Executive Board a minimum of two weeks prior to submitting the report to the National ECW Board
Shall present her report on any initiatives and actions taken by the National ECW Board to the Executive Board for review prior to sending to diocesan contacts.
Shall limit all reports to a maximum of two pages in PDF format plain text, font size 14
In coordination with the SecTreas. and Communications Chair, update, maintain and share the directory of Province VIII leaders, including Bishops, diocesan communications officers, and diocesan contacts.
Shall read the current version of the Bylaws with regard to their duties.

Secretary/Treasurer

In coordination with the Vice President and the Communications Chair, update, maintain and share the directory of Province VIII leaders, including Bishops and diocesan contacts, distributing copies as requested by Synod leaders, committee chairs, and diocesan contacts.
Post current Bylaws to Province VIII website.
Work with Budget Committee to prepare Triennium Budget
Prepare accounting records for audit.
Shall read the current version of the Bylaws with regard to their duties.

Member at Large Communications

New Position: Manages Content Creation for Social Media, website, and direct mail via Constant Contact. Shares information with diocesan communications managers to publicize events through diocesan newsletters and other media. Assists in writing letters for Fair Share and other communications as needed. Sees that the website for the Province is kept current. (Work with the webmaster as needed.)
In coordination with the SecTreas. and Communications Chair, update, maintain and share the directory of Province VIII leaders, including Bishops and diocesan contacts.
Shall read the current version of the Bylaws with regard to their duties.

Member at Large Social Justice

New Position: Create and implement social/educational programs which focus on diversity, multiculturalism, social identity and social justice in Province VIII. Collaborate with National ECW Social Justice M-a-L for the creation and implementation of Province-wide programs.
Shall read the current version of the Bylaws with regard to their duties.

Committees

Finance/Budget

To be determined by the committee as needed

Communications

To be determined by the committee as needed

Nominations Committee

The Nominations Committee shall elect one of its members as chair. The members shall be from different dioceses.

Duties of the Nomination Committee:
a. Review and familiarize oneself with the current bylaws.
b. To contact each diocese for nominations at least 120 days prior to the Province VIII Annual Meeting.
c. To inform each diocese of said nominations at least 30 days before the Province VIII ECW meeting in the year preceding the Triennial Meeting.

Affiliated Organizations

The United Thank Offering Representative, the Church Periodical Club Representative, and the Representative to the National Episcopal Church women’s Board shall provide reports and resource materials to inform women in Province VIII of the activities and goals of their groups. Vacancies in any of these offices shall be appointed by the President with the approval of the Executive Committee if anyone (1) Moves from the Province, (2) resigns, (3) dies, or (4) is unable to fulfill the duties of the office.

Other affiliated organizations that elect their own representatives, such as The Order of the Daughters of the King, the Girls Friendly Society, and others, shall provide reports and resource materials to inform women in Province VIII of the activities and goals of their groups.

Expense Reports

Rembursement of expenses must be approved by the President or Treasurer and must be submitted on the Expense Reimbursement Form along with receipts. 

Download the Expense Reimbursement Form