THE COMMUNICATORTHE COMMUNICATOR - NYS Women Incnyswomeninc.org/Portals/0/Communicators/Communicator...

1 | P a g e C o m m u n i c a t o r J a n u a r y 2 0 1 2

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 [email protected].

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


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

[email protected]

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 [email protected] 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.


COMMITTEE NEWS – MEMBERSHIP

2ND Vice President Amy Kellogg [email protected]

Renee Cerullo [email protected] 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 [email protected] or Renee Cerullo at [email protected]

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


- 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

[email protected]

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 [email protected]

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


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

[email protected]

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

[email protected]

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

[email protected]

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.


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 [email protected]

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



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



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.


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


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, [email protected]

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 [email protected]

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


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 [email protected]

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.


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 [email protected]. 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.


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


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


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).


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.


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, [email protected]

**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:___________________________________________________________


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 [email protected].

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