VaYCD NAACP College Chapter Executive Leadership Training

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  • Layout a strategy and plan


  • 2. TRAINING CONTENT• Charge for Units• Vision & Mission• National Office• Officer Duties• Parliamentary Procedures• Advocacy
  • 3. CHARGE FOR NAACP UNITSThe NAACP must be so strong in numbersand so effective in method that no one –no Mayor of any city, no Governor of anyState, no Congressman of any party, noPresident of the United States and noForeign Ambassador will dare to commitany indignity against people of colorwithout realizing the NAACP will challengethem on the platform, in the press, in thecourts, in the streets and at the ballot box. Author Unknown
  • 4. VISION STATEMENT• The vision of the National Association for the Advancement of Colored People is to ensure a society in which all individuals have equal rights and there is no racial hatred or racial discrimination.
  • 5. MISSION STATEMENT• The mission of the National Association for the Advancement of Colored People is to ensure the political, educational, social and economic equality of rights for all persons and to eliminate racial hatred and racial discrimination.
  • 6. OVERVIEW• National Board of Directors• National Office• State/State Area Conference• Units
  • 8. NAACP: MANAGEMENT• The management and governance of the NAACP is vested in the National Board of Directors.• The Board of Directors has full power and authority to: – Establish all major administrative and other policies governing the affairs of the NAACP – Designate and/or elect all officers of the NAACP – Fill all vacancies in the offices of the Association and unexpired terms of the Board of Directors as specified in the NAACP Constitution (ref: NAACP Constitution— Article V Section 7) – Acquire, own, manage, invest, and dispose of property, both real and personal, stock, certificates and securities or otherwise, in the name of the Association
  • 9. NAACP: MANAGEMENT(cont’d.)• The Board of Directors has full power and authority to: – Create Standing Committees as prescribed in the NAACP Constitution (ref: NAACP Constitution— Article VIII) – Create and dissolve such special committees of the Board of Directors as it considers advisable to carry out the purposes of the Association – Create from time to time such regions, divisions, departments, or bureaus of the Association as it may deem advisable to carry out the objectives of the Association – Establish such Units of the Association in such places and under such conditions as it sees fit.
  • 10. NATIONAL OFFICE CHARGE• Coordinate the work of all NAACP Units in support of the Association’s mission.• Provide general support for the work of the Units in the form of technical assistance and limited legal assistance.• Ensure that information on the work of local Units is disseminated to the general public through the NAACP website, Crisis magazine and other communication vehicles.• Coordinate national membership campaigns and ensure the efficient processing of membership reports from Units• Mobilize Units around the Association’s programmatic and federal legislative priorities through the Washington Bureau.
  • 11. NAACP: REGIONS• The NAACP is divided into seven (7) geographical regions for the purpose of electing representatives to the Board of Directors and to various committees of the Annual Convention
  • 13. STATE/STATE AREA CONFERENCE• Name: Virginia State/State-Area Conference of the NAACP• Each State/State-Area Conference shall have a Youth and College Division.• Name: Virginia State Conference of the NAACP Youth & College Division Article 1, Section 1 Bylaws for Units
  • 14. STATE AREA CONFERENCE: OBJECTIVE• Stimulate Non-compliant units • Lack prerequisite members • Failed to file yearend financial reports • Failed to pay assessments• Revive Non-functioning Units Article II, Section 1(b)
  • 15. STATE YOUTH & COLLEGE DIVISION• All units must be in good standing with there State/State Area Conference.• File reports (quarterly reports)• Pay state assessment ($100 annually)• Attend quarterly meetings• All Youth Councils and College Chapters shall be part of State/State Youth & College Division• There is only 1 State/State Area Conference Article IV, Section 3 Bylaws for Units
  • 16. REVIVE NON-FUNCTIONING UNITS• Failure to hold monthly meetings (per Article V, Section 1)• No functioning Standing Committees, the work of the NAACP is accomplished through its committees (a standing committee shall have no less than 3 members and meet monthly, per Article V, Section 7)• Failure to attend State/State-Area Conference Quarterly meetings (per Article I, Section 2[d])• Failure to provide quarterly written reports, (per Article X, Section 1)
  • 17. Cycle of Success• We are stronger when we pass on that which we have learned to the next generation!• VaYCD aims to ensure our members are apart of the “Cycle of Success” and move on to bigger, and greater things.
  • 18. Properly Running Unit
  • 19. UNIT COMPLIANCE REQUIREMENTS• A College Chapter is required to: – Maintain a minimum of 25 members – Pay all annual assessments • National: $75.00 • State: $100.00 – File an End-of-Year Financial Report • Copy with Original Signatures Submit to National Office • Copies: State Office, and College Chapter – Attend State Conference meetings/conventions Article III, Section 3 (et al), Bylaws for Units & Article IV, Section 3
  • 20. Record Keeping • Units shall maintain some type of financial record keeping system. • Units shall submit an annual financial report each year. The due date for the report is March 1st, which shall include a copy of the unit’s bank statements for the entire report year . • All reports received after March 1st deadline will be assessed a $100.00 late fee. • All reports must be signed by both the current President and Treasurer.
  • 21. UNIT TAX STATUS• All NAACP Units are 501(c)(4) organizations, only the National Office is a 501(c)(3) organization.• They were specifically organized as 501(c)(4) so that they can: – (1) seek to increase registration and voting; – (2) work for the enactment of municipal, state and federal legislations designed to improve the educational , political and economic status of minority groups; – (3) seek the repeal of racially discriminatory legislation; – (4) work to improve the administration of justice; – (5) work to secure equal enforcement of the law; – (6) keep the National Office informed of all proposed legislation which affects minority groups.
  • 22. Unit Meetings Regular membership meetings for Branches and Youth Units shall be held at least once a month. Meetings shall be held on a fixed day or date of each month. Article V, Section 1 Bylaws for Units
  • 23. Unit Annual Meeting• During the Annual meeting of a unit, a completed audit report should be given, so that the financial records can be closed out for that year.• “Written notice of the time and place of the Annual Meeting shall be sent by the Secretary to each member of the Chapter, at least seven (7) days in advance of the date of the Annual Meeting. Notice of the regular monthly or special meetings shall be published in the campus publication.” Article V, Section 4 ( – page 23
  • 24. POWER TO GO TO SCALE Duties of Officers (Article VII of Bylaws for Units) & Executive Committee (Article VIII of Bylaws for Units)
  • 25. Tenure• Members of the Executive Committee and standing committees of Branches shall hold office for two years or until their successors are elected and qualify.• Youth Units shall hold office for one year. Article VIII, Section 9
  • 26. Qualifications of College ChapterOfficers• “Only members in good standing shall be eligible to run for office or vote in a College Chapter election.” – Article VI, Section 2 (et al)• To run for office, the candidate must be a paid member no later than 30 calendar days prior to the date of elections.
  • 27. Qualifications of College ChapterOfficers ctd.• To be nominated by the Nominating Committee, the candidate must be a paid, “bona-fide” member of the College Chapter by 12 noon the day of the meeting that precedes the Annual Meeting.• Life Members and Members-at-Large must be actively affiliated with the College Chapter at least 30 calendar days prior to any meeting they are nominated for office or seek to vote.Article VI, Section 2 (et al) – page 29
  • 28. Duties of the President The duties of the President shall be: ◦ Preside at NAACP meetings of the Unit ◦ Serve as Chair of the Executive Committee. ◦ Appoint the Chair and members of all Committees not otherwise elected by the General Membership. ◦ Between meetings of the Executive Committee and the NAACP Unit, to exercise general executive authority on behalf of the NAACP Unit, subject to ratification by the Executive Committee. ◦ Countersign all checks and properly supported requisitions for disbursements from the NAACP Unit Treasury. Article VII, Section 1 Bylaws for Units
  • 29. Duties of the Vice President• Perform all the duties of the President in their absence. In case of more than one Vice President, the Vice Presidents shall perform their duties according to their numerical rank.• In the event of the departure of the President, the 1st Vice President shall automatically ascend to the position of President. Article VII, Section 2
  • 30. Duties of the SecretaryThe duties of the Secretary shall be:  To keep full and accurate records of the proceedings of the NAACP Unit and of the Executive Committee To keep a record of all NAACP Unit members and their dues. To submit reports to the NAACP Unit and the Executive Committee at all regular meetings.
  • 31. Duties of the Secretary• To give receipts for all membership fees received and to transmit such fees to the NAACP Unit Treasurer; to send promptly to the Association lists of all membership fees received; and to secure from the Treasurer and forward to the Association that portion of membership fees due to the Association within 15 days.• In conjunction with the President, to sign requisitions for disbursements from the NAACP Unit Treasury and to maintain a file of receipts and disbursements. Article VII, Section 3
  • 32. Duties of the Treasurer• Receive all monies• Promptly deposit• No money shall be withdrawn from any account except by check signed by the Treasurer and countersigned by the President.• Serve as chief financial officer and chair of the Finance Committee.• Remit through the Secretary to the Association the proportion of membership fees to which, the Association is entitled, as hereinafter provided, within fifteen calendar days after their receipt.• To submit reports to the NAACP Unit and the Executive Committee at all regular meetings.• Submit year-end financial reports to the National Office on or before March 1st. Article VII, Section 4 Bylaws for Units
  • 33. DUTIES OF ASSISTANT SECRETARY & ASSISTANT TREASURERTHE DUTIES OF THE ASSISTANTSECRETARYBylaws For Units: Article VII, Section 5The duties of the Assistant Secretary shall be: Toperform the duties of the Secretary in his/her absence,unavailability or disability. The Assistant Secretary mayperform specific duties of the Secretary under thesupervision of the Secretary.The Duties of the Assistant TreasurerBylaws For Units: Article VII, Section 6The duties of the Assistant Treasurer shall be toperform the duties of the Treasurer in his/herabsence, unavailability or disability. The AssistantTreasurer may perform specific duties of theTreasurer under the supervision of the Treasurer.
  • 34. EXECUTIVE COMMITTEE Elected Officers Committee Chairmen (Appointed)President Chairman, Membership CommitteeVice President(s) Chairman, Press & Publicity CommitteeSecretary Chairman, Programs & Research CommitteeTreasurer Chairman, Education CommitteeAssistant Secretary Chairman, Employment CommitteeAssistant Treasurer Chairman, Political Action Committee Chairman, Juvenile Justice Committee Chairman, Health Committee• The total membership of the Executive Committee cannot exceed 18 without written authorization of the National Board of Directors. Any position additions to this list must be in National Board-approved local bylaws.• The Faculty Advisor is an ex-officio, non-voting member of the Executive Committee. Article VII, Sections 1 & 4 (et al) – page 39, 42
  • 35. Community Service??• The NAACP was founded as a civil and human rights organization in 1909. Our strategic focus is not on community-based service.• However, we periodically may conduct a Community Service “Day of Action” to reach out to those whom we serve.• Our formula for success should be 5% community service, 95% litigation and advocacy.• If your campus requires a Mister and Miss for Coronation/Homecoming purposes, that is fine. However, these positions are not voting positions of the Executive Committee and there is no standing “Community Service Committee.”
  • 36. DUTIES OF EXECUTIVE COMMITTEE The Executive Committee shall have general control of the affairs and program of the Unit, subject to the authority of the Unit and the provisions of the Constitution and approved bylaws. The Executive Committee shall render a report, containing the reports of all standing and special committees, at the regular meetings of the Unit. At its first meeting following the election, and at any time during the term of office, the Executive Committee shall approve the Unit Presidents appointments of Chairpersons of the various Standing Committees as presented by the President. Article VIII, Section 2 Bylaws for Units
  • 37. REMOVAL OF OFFICERS• For any officers who shall be absent from three (3) consecutive meetings without notice or explanation to the Secretary or President, or• Who shall not perform the required duties for three (3) consecutive months, or• Who shall be absent from any six (6) meetings with or without notice in a twelve month period, the National Office is to be notified by the Secretary by way of a petition signed by the Secretary, the President and one (1) other member of the Executive Committee.• If the President or Secretary is in violation, then any three members of the Executive Committee shall sign the petition.• The National Office shall recommend the removal of said officer by the Board of Directors at the next meeting of the Board of Directors following receipt of the petition.
  • 38. REMOVAL PROCEDURE STANDINGCOMMITTEES• Non-functioning committees shall be discharged promptly by the Executive Committee.• Any member of the Executive Committee, except officers or of any standing or special committee who shall be absent from three (3) consecutive meetings without notice to the Secretary or President or• Who shall not perform the required duties for three (3) consecutive months, or• Who shall be absent from any six (6) meetings with or without notice in a twelve month period shall be removed by the Executive Committee by written notification to the delinquent member and replaced in accordance with Article VIII, Section 2(e). Article VIII, Section 10
  • 39. Standing Committees The work of the NAACP is done by Standing Committees and NOT in the General Membership meeting. Only in rare instances when the President and/or Executive Committee has determined that a matter is time sensitive and pressing should any discussion be allowed to take place during a General Membership meeting. In those instances, when they arise, the respective standing committee should take the lead by investigating and verifying/validating all facts, prior to the Unit taking any action. Remember, there are always two sides to every story. The facts must be clear and documented in writing.
  • 40. College ChapterStanding Committees1. Membership2. Finance3. Press and Publicity4. Programs and Research5. Education6. Employment7. Political Action8. Juvenile Justice9. Health- Article VIII, Section 4 (et al) – page 42
  • 41. DUTIES OF THE STANDINGCOMMITTEES• All Standing Committees shall report in writing to the Executive Committee and the General Body at each regular meeting.• If there is no “written committee report”, how is anyone suppose to know what your have done?• The written committee report should contain:– Minutes of the past committee meeting– Outline of committee meeting agenda– Action items (what do you need the Executive Committee and general body to vote on in order for you to proceed?Remember: The report is not a place to list your ideas, thoughts or “what we want to do”
  • 42. PARLIAMENTARY PROCEDURES GENERAL MEMBERSHIP MEETINGThe work of the NAACP is done in therespective Standing Committee meeting,not the General Membership meeting.During the General Membership meetingmembers receive a review of the work ofthe various Standing Committees, vote onaction items that were approved by theExecutive Committee, after which thereshould be a presentation of informationthat empowers the Unit to do it’s work!
  • 45. PUTTING IDEAS BEFORE AGROUP1. Obtaining the Floor Address the Presiding Officer by his or her official title. Wait for recognition. Once you have the floor, you may speak and with exceptions, no one may interrupt you. 2. Making a Motion All proposals for action by the group must be presented by a "motion." Begin by saying: “I move that . . . “ Make your motion brief and concise. If possible, have it written out ahead of time. The Secretary may request a written copy of any motion.
  • 46. PUTTING IDEAS BEFORE AGROUP3. Seconding a Motion Before an idea may be discussed, it must be seconded. You need not agree with a motion in order to second it. If the Chair overlooks the absence of a second and debate or voting has begun, the second becomes immaterial. An absence of a second does not affect the validity of the motions adoption.4. Amending the Motion To add to, substitute or subtract from a motion that someone else has made, submit your idea to the group by "amending the motion."
  • 47. PUTTING IDEAS BEFORE AGROUP5. Amend the Amendment Altering the motion can be carried one step further by "an amendment to the amendment." You now have a primary amendment and a secondary amendment to the MAIN motion. You may not have more than these two.6. Point of Information If the issues become confusing, you may ask for clarification by asking for a "point of clarification" from the chair.
  • 48. PUTTING IDEAS BEFORE AGROUP7. Divide the Question It is often possible that a motion may contain two or more parts that you wish to be considered separately. You may ask that each part be considered separately. This often helps clarify the entire motion and keeps only those parts that most benefit the group. This is usually done by general consent as it only requires a majority vote.
  • 49. STICKING TO THE FACTS1. Point of Order If you feel a violation in parliamentary procedure exists, call for "point of order" to enforce the rules. The Chair rules, but is obliged to recognize you and pass on your inquiry to the group2. Appeal the Decision of the Chair If you don’t agree with the decision of the Chair, you can appeal (it must be done immediately following the ruling). It does require a second, then, the Chair must state the question and the whole group votes on whether to over-rule or sustain the Chair. Either a majority vote or a tie will sustain the Chair.
  • 50. STICKING TO THE FACTS (cont’d.)3. Orders of the Day If the meeting goes off on a tangent and does not: follow the agenda or the order of business, you may remind the Chair by calling for "orders of the day." This requires a 2/3 – vote – and is put to the vote at the discretion of the Chair.
  • 51. STICKING TO THE FACTS (cont’d.)4. Motion to Limit Debate To prevent a discussion from dragging on endlessly, you can: A. Move to limit each speakers time B. Move to limit the number of speakers C. Move to limit the overall time of debate D. Move to close debate at a set time and vote These questions require a 2/3 vote - this is an important safeguard as it proves that twice as many vote for an issue as against
  • 52. STICKING TO THE FACTS (cont’d.)5. Motion to Refer When it is advisable to give further study to a proposal, move that the matter be referred to a Committee. NOTE: The kind of committee, size and power should be included in the motion.
  • 53. STICKING TO THE FACTS (cont’d.)6. How to End Debate "Call for the Previous Question" – This will close debate on a pending question and require immediate vote by the group on whether to close debate. 2/3 vote is required.
  • 54. POSTPONINGCONSIDERATION1. Motion to Table A move to "lay on the table" means to temporarily put aside one action to consider another. It is not debatable and after a matter has been tabled, it may be taken from the table at the same meeting (if other business has intervened) or at the next regular meeting. After that, it would be "DEAD" and the matter would have to be reintroduced.
  • 55. POSTPONINGCONSIDERATION2. Postpone to a Certain Time "I move that action on this matter be postponed until _____________ (state time)." If carried, the matter is postponed to the time specified and comes up as "unfinished business."
  • 56. VOTING ANDADJOURNING1. Division of the House To get a more accurate count than a voice vote - call for a "division of the house." A demand of a single member compels the division. This is really a request for a revote. If no request for a division is made when the vote is announced, the only motions that can change a vote are to reconsider or to rescind.2. Motion to Adjourn May be made any time - requires a majority.
  • 57. LEADERSHIP STRENGTHS• Be a good listener• Be sensitive to the needs of others• Be cooperative, rather than overly competitive• Advocate inclusive (participative) leadership• Compromise rather than dominate• Build rapport through conversations• Be compassionate and understanding
  • 58. POWER TO GO TO SCALE! ORGANIZING A SUCCESSFUL ISSUE CAMPAIGNThe unique structure of the NAACP,specifically both the geographical andorganizational, has made us a force to bereckoned with for over 100 years. Our abilityto address issues at a National level as wellas in the local community, allows us to havethe ability and force to make change happen.
  • 59. POWER TO GO TO SCALE!“If there is no struggle there is noprogress. Those who profess to favorfreedom and yet depreciate agitation,are men who want crops withoutplowing up the ground, they want rainwithout thunder and lightening. Theywant the ocean without the awful roar ofits many waters.” Frederick Douglass, 1857
  • 60. POWER TO GO TO SCALE! The methods used to obtain the Association’s objectives shall be:•Direct action•Litigation•Legislation•Political Action. Article II, Section 2 Bylaws for Units
  • 61. THE WORK OF ACAMPAIGN important • Time is a very element in determining how quickly a response will be needed.• To be effective it is important that the nucleus or decision makers in a particular effort is not to large to inhibit the campaign.• Always make sure the group of people at the table have the ability to make decisions, especially if a response must be given within 24 to 48 hours.• Issue Campaign Organizing training can help! Contact your Regional Director
  • 62. POWER TO GO TO SCALE!Direct Action• Examples: Direct action includes agitation, demonstrations, marches, picketing, boycotts, economic sanctions and other appropriate action.• No Unit shall initiate, endorse or participate in direct action on behalf of the Association, or any Unit of the Association, without the express written authorization of the President and CEO and General Counsel.
  • 63. POWER TO GO TO SCALE!• Requests for approval within 15 business days before the date of proposed action. The President and CEO shall respond within 10 business days after receipt of said request.• The President and CEO and General Counsel, at their discretion and in accordance with the objectives of the Association, shall communicate approval, or disapproval of said proposed direct action in writing to the Unit.
  • 64. POWER TO GO TOSCALE! LegislationNo Unit of the Association shall supportany legislation or policy that is contrary tothe official position of the Associationadopted by the Board of Directors.No Unit of the Association shall initiate,endorse or participate in the passage offederal legislation, including, but not limitedto, bills, statutes, regulations or resolutionson behalf of the Association, or any Unit ofthe Association, without the expresswritten authorization of the President andCEO.
  • 65. POWER TO GO TOSCALE! the Association seeking • Any Unit of to initiate, endorse or participate in the passage of federal legislation as described above shall seek prior, timely authorization in writing from the President and CEO. • After reasonable opportunity to evaluate said proposed federal legislation, the President and CEO, at his or her discretion and in accordance with the objectives of the Association, shall communicate their approval, or disapproval of said proposed federal legislation in writing to the Unit.
  • 66. POWER TO GO TOSCALE! of the Association• All Units are expected to: increase registration and voting; work for the enactment of municipal, state and federal legislation designed to improve the educational, political and economic status of minority groups; work to repeal racially discriminatory legislation; improve the administration of justice; secure equal enforcement of the law.• All political action shall be non-partisan and shall not endorse candidates for public office.
  • 67. Are there any questions?Our agenda is full, the challenge is great and weare the best equipped to get it done! Leadership is action, not position!