The Most Recent University Women of Bowling Green State University Board Meeting Minutes
University Women of BGSU Board Meeting Minutes
July 27, 2020
Meeting called to order: 6:59 pm
Board Members Present:
Jane Schimpf, Denise Robins, Lee Field-Starks, Susan Winters, Jo Ascunce, Phyllis Hartwell, Karen Johnson, Ann Otley, Barbara Sanchez, Hilde Farrow, Mary Joy Burkle, Cindy Colvin, Karen Cota, Mary Jo Venis, Mary Lynn Pozniak, Sandy Wicks
Minutes of the 6/22/2020 meeting were read. Motion to approve the 6/22/2020 minutes was made by Susan Winters, and seconded by Phyllis Hartwell - motion passed.
Treasurer’s Report:
Hilde Farrow reported the following financial information:
• $9,828.54 in checking account
• $1,102.89 in money market account
• $49,888.95 in BGSU foundation account of which $7,577.88 is considered spendable
• reported that there is a 1% charge by the BGSU Foundation to manage the monies in the Foundation account and that there is no advantage to having a balance over $50,000.00 in the account
Committee Reports
Communications:
Denise Robins reported the following:
• there was a good response to offering and providing the Zoom training
• there were six sessions of Zoom training held outdoors at Denise’s home
• there is a document with information about how to access and use the Zoom platform available on the website
• there was a request to communicate something about the Portland, OR demonstrations and Denise had to advise the person requesting dissemination of this information that UW of BGSU is not a political organization
Directory:
Karen Johnson reported the following:
• recently updated some email addresses
• asked that she be advised of any contact information updates so she is able to keep the directory as up to date as possible
• addresses for members are not in an Excel format so not able to print address labels for the mailing
• last year there were 170 members so mailing will have to be to that many people
Interest Groups:
Phyllis Hartwell reported the following:
• all current group leaders have agreed to remain chairpersons of their groups for 2020-2021 term with the exception of Karen Cota whom she had not communicated with as of the meeting time
• the Toledo Museum of Art (TMA) is to provide information about to handle the museum groups
• Cindy Colvin advised that her group is currently on hold because they do not want to meet via an online platform such as Zoom or WebEx
• Phyllis also advised that she had received two membership forms with checks in the mail as well as a separate check of a donation for the Foundation account
• Barbara Sanchez mentioned that there are some members who are not able to get the membership form from the website and prefer it is emailed to them
• Jane Schimpf advised that she was planning to include a copy of the membership form in the snail mail letter to be sent to members in August and that she would send a draft of the letter to Board members for review
• discussion about need for a mailing since most people use computer and can access email, etc., the fact that there are several members without computers, printers, or email addresses
Newsletter/Webmaster:
Jo Ascunce reported the following:
• there is not a lot of online traffic to the UW website
• the information about the scholarship winners is currently posted
• would like to have scholarship winners each post a video to YouTube that can then be posted on the UW website - if post directly to UW site, cost is $179.00 - use YouTube as a 3rd party to avoid the fee
• Mary Lynne Pozniak mentioned she would contact the scholarship winners about posting a video to YouTube
• Jo mentioned wanting to get more traffic to the website such as if you mention seeing a designated “something” on the site, you may win a prize
• membership form was reformatted to add a group
• asked that Board review the site and the membership form and advise of corrections and/or changes, etc.
Nominating:
Barbara Sanchez - nothing to report other than Ann Otley, new VP, was at today’s meeting
Publicity:
Karen Cota - nothing to report
Old Business
Fall Kick-off Event:
• plan had been to hold a “Kick-off Event” at City Park on 8/29/20 at 10:00 am and Park Staff would provide tours of the new Veteran’s Building, BGSU President would speak, and Scholarship recipients would be introduced.
• Jane Schimpf suggested that this be cancelled because of ongoing virus concerns, Wood County at just below “level 3”, and some members indicating they would not be willing to go to an event with a lot of people present despite being outside
• Karen Johnson mentioned that she had been in contact with BGSU President’s secretary who advised that Dr. Rogers would like to attend, but can not if event does not comply with state, local, etc. mandates in effect at the time of the event and therefore, he would not be able to confirm his presence until the day of the event - this would be the opinion of any University personnel who were invited
• many Board members expressed the opinion that the event should be cancelled, that the letter being sent to membership could advise of the importance of maintaining the funding of the scholarships especially at this time, or that the letter could reference the YouTube videos of the scholarship winners
• the auction was discussed and it was felt that it would be better to ask for donations instead of having the auction at this time and that the auction could be held either at another time
• Susan Winters advised that UW could get their deposit money back from Parks and Recreation or they can hold it and apply it to another date in the future when the group is able to meet
• the interest groups were discussed and it was felt that the letter should include something about how some groups will continue to meet virtually, some smaller groups may still meet in person, and other groups may choose to not meet till later in the year depending on the status of the virus
• scholarship donations were discussed and it was felt that letter should include a suggestion to all members to donate the cost of preparing a brunch dish to the scholarship fund
• Motion to cancel the Fall Brunch/Kick-off Event was made by Hilde Farrow and seconded by Karen Cota - motion passed
Miscellaneous:
There was miscellaneous discussion on several topics as follows:
• cost of a Zoom membership is $16.00 per month, allows meetings to be longer than 40 minutes, and allows unlimited meetings - if a group chairperson incurs the expense, perhaps members of the group could assist with the fee
• mailing was discussed and letter would include the most up-to-date membership form and most are in favor of sending this because it is a personal touch and will get member’s attention - especially those who ignore email as well as other forms of communication, that the mailing could be used for comparison between this year and previous years, and that some may be more likely to make a monetary donation to scholarship fund
• discussed membership form - groups section - decided to mark Cindy Colvin’s reading group “filled” since they will not be meeting in person or online for the next several months
• discussed groups - agreed it should be communicated by the group leaders how their group will be meeting - possibly in person for small groups, online, or not at all
Other Activities:
• Christmas Party and Arlyn’s Jazz Night - on hold for now
Additional Business:
• received a nice note from one of the scholarship recipients
• Jo Ascunce - needs minutes and treasurer’s report to add to the website
• Karen Cota - will have something about the scholarship recipients published in the news paper
• Cindy Colvin - target date for sending the mailing - Jane Schimpf advised one week
• Jane Schimpf - need to write thank you notes to those who donated to the scholarship fund, will need help from Board members to address envelopes for the letter to be sent to members so let her know if able to help, and Jane will advise when the letter is ready to go
• Sandy Wicks advised that we can pick up envelopes, letters, and addresses from Grounds for Thought when the packets are ready
Next Board Meeting:
• Agreed to hold another Board meeting sometime in late October or early November
• Jane Schimpf will send out date options
• Date/Time - To Be Determined
Meeting Adjourned at 8:04 pm
UNIVERSITY WOMEN OF BOWLING GREEN STATE UNIVERSITY
BY-LAWS
(REVISED AUGUST, 2018)
ARTICLE I – NAME
SECTION 1. The name of this association shall be the University Women of Bowling
Green State University.
ARTICLE II - OBJECTIVES
SECTION 1. The objectives of the University Women shall be to encourage a friendly and
cooperative spirit within its diverse membership and to foster a continuing
interest in the university and the community. University Women does not
endorse or publicize any political candidate or issue.
ARTICLE III – MEMBERSHIP AND DUES
SECTION 1. Membership
Members shall be women who are interested in promoting and fostering an
interest in Bowling Green State University and its surrounding communities.
Honorary memberships will be extended to the president of the university, if
female, or to the female spouse of the president and to the mayor of Bowling
Green, if female, or to the female spouse of the mayor.
SECTION 2. Dues
All members shall pay annual dues as established by the
Executive Board. All members are responsible for paying any interest
group dues for the interest groups they wish to join.
ARTICLE IV – OFFICERS
SECTION 1. Officers
The officers of the University Women shall be a President, a President-Elect,
a Vice President, a Secretary, and a Treasurer. These officers shall take office
the day following the Spring Commencement in May and serve until
their successors are named. All officers shall be dues paying members.
SECTION 2. The President
The President shall preside at all general meetings of the University Women,
shall be a member ex officio of all committees, and shall appoint special
committees as needed. She shall perform all other duties pertaining
to the office.
SECTION 3. The President-Elect
The President-Elect succeeds to the office of President the year immediately
following her election as President-Elect. She shall do whatever necessary to
orient herself to the duties of the office.
SECTION 4. The Vice President
The Vice President shall act as aide to the President and shall perform the duties
of the President in the absence of that officer. In the event the President is
unable to complete her term of office, the Vice President shall succeed to
the office of President.
SECTION 5. The Secretary
The Secretary shall keep an accurate record of all general, special and Executive
Board meetings of the University Women and shall perform such other
duties as may be delegated to her.
SECTION 6. The Treasurer
The Treasurer shall receive all monies of the University Women; shall keep an
accurate record of all receipts and expenditures; and shall pay out funds as
authorized by the Executive Board of University Women. Fiscal year for the
treasurer is July 1 to June 30. All tax returns will be filed at the end of fiscal
year.
ARTICLE V – EXECUTIVE BOARD
SECTION 1. The Executive Board
The Executive Board shall be composed of the officers, three or more Members-
at-Large, and the chairs of the following committees: nominating, interest
groups, newsletter, directory, web master/newsletter, scholarship, publicity,
and communications.
SECTION 2. The Members-at-Large
The members-at-large shall aid in decision making by the Board and shall
represent the membership.
SECTION 3. The Nominating Chair
The Nominating Chair along with the Executive Board will contact members to
see if they have an interest in becoming a part of the Executive Committee.
Members may also self-nominate themselves for a position. New officers will be
introduced at the Fall Luncheon.
SECTION 4. The Interest Group Chair
The Interest Group Chair shall be responsible for overseeing groups now
established, the organization of new groups, and notifying the heads of
interest groups of the names of members interested in joining their group.
Interest Groups shall be formed according to the interests of the members
in any one year. Plans for interest groups are subject to approval of the
Executive Board.
SECTION 5. The Directory Chair
The Directory Chair shall prepare a directory for electronic distribution
and maintain and update the directory as needed. The directory
will serve as a current roster of all members.
SECTION 6. The Webmaster/Newsletter Chair
The Webmaster/Newsletter Chair shall update and maintain our website
and will assist with the formatting of the newsletter.
SECTION 7. The Scholarship Chair
The Scholarship Chair shall be responsible for working with Bowling Green State
University, gathering names of those students eligible and selecting the
the scholarship winner or winners. The winner or winners will be nontraditional
female students attending Bowling Green State University.
SECTION 8. The Publicity Chair
The Publicity Chair shall be responsible for release of general publicity
concerning events and activities of University Women.
SECTION 9. The Communication Chair
The Communication Chair distributes via e-mail the newsletters, the directory,
and notices of events that are of importance to University Women. She also
maintains communication with the membership as needed. The Communication
Chair will not distribute materials that endorse any political candidate or issue,
religious event, or commercial enterprise.
SECTION 10. Vacancies
A vacancy occurring in any Executive Board position shall be filled by
appointment by the Executive Board.
ARTICLE VI - MEETINGS
SECTION 1. General Meetings
General Meetings shall be as determined by the Executive Board.
SECTION 2. Executive Board Meetings
There shall be at least three meetings of the Executive Board within the term
of office. Special meetings may be called by the Executive Board.
ARTICLE VII – PARLIAMENTARY AUTHORITY
SECTION 1. The rules contained in “Roberts Rules of Order"
Roberts Rules of Order shall govern the University Women in all cases to which they are applicable and in which they are not inconsistent with these By-Laws.
ARTICLE VIII – AMENDMENT
SECTION 1. Amendment to the By-Laws
These By-Laws may be amended at any business meeting of the University Women by a two-thirds vote of the members present and voting, provided the proposed amendment has been submitted in writing to the Executive Board and the membership one month prior to the meeting at which it is to be voted upon.
BY-LAWS
(REVISED AUGUST, 2018)
ARTICLE I – NAME
SECTION 1. The name of this association shall be the University Women of Bowling
Green State University.
ARTICLE II - OBJECTIVES
SECTION 1. The objectives of the University Women shall be to encourage a friendly and
cooperative spirit within its diverse membership and to foster a continuing
interest in the university and the community. University Women does not
endorse or publicize any political candidate or issue.
ARTICLE III – MEMBERSHIP AND DUES
SECTION 1. Membership
Members shall be women who are interested in promoting and fostering an
interest in Bowling Green State University and its surrounding communities.
Honorary memberships will be extended to the president of the university, if
female, or to the female spouse of the president and to the mayor of Bowling
Green, if female, or to the female spouse of the mayor.
SECTION 2. Dues
All members shall pay annual dues as established by the
Executive Board. All members are responsible for paying any interest
group dues for the interest groups they wish to join.
ARTICLE IV – OFFICERS
SECTION 1. Officers
The officers of the University Women shall be a President, a President-Elect,
a Vice President, a Secretary, and a Treasurer. These officers shall take office
the day following the Spring Commencement in May and serve until
their successors are named. All officers shall be dues paying members.
SECTION 2. The President
The President shall preside at all general meetings of the University Women,
shall be a member ex officio of all committees, and shall appoint special
committees as needed. She shall perform all other duties pertaining
to the office.
SECTION 3. The President-Elect
The President-Elect succeeds to the office of President the year immediately
following her election as President-Elect. She shall do whatever necessary to
orient herself to the duties of the office.
SECTION 4. The Vice President
The Vice President shall act as aide to the President and shall perform the duties
of the President in the absence of that officer. In the event the President is
unable to complete her term of office, the Vice President shall succeed to
the office of President.
SECTION 5. The Secretary
The Secretary shall keep an accurate record of all general, special and Executive
Board meetings of the University Women and shall perform such other
duties as may be delegated to her.
SECTION 6. The Treasurer
The Treasurer shall receive all monies of the University Women; shall keep an
accurate record of all receipts and expenditures; and shall pay out funds as
authorized by the Executive Board of University Women. Fiscal year for the
treasurer is July 1 to June 30. All tax returns will be filed at the end of fiscal
year.
ARTICLE V – EXECUTIVE BOARD
SECTION 1. The Executive Board
The Executive Board shall be composed of the officers, three or more Members-
at-Large, and the chairs of the following committees: nominating, interest
groups, newsletter, directory, web master/newsletter, scholarship, publicity,
and communications.
SECTION 2. The Members-at-Large
The members-at-large shall aid in decision making by the Board and shall
represent the membership.
SECTION 3. The Nominating Chair
The Nominating Chair along with the Executive Board will contact members to
see if they have an interest in becoming a part of the Executive Committee.
Members may also self-nominate themselves for a position. New officers will be
introduced at the Fall Luncheon.
SECTION 4. The Interest Group Chair
The Interest Group Chair shall be responsible for overseeing groups now
established, the organization of new groups, and notifying the heads of
interest groups of the names of members interested in joining their group.
Interest Groups shall be formed according to the interests of the members
in any one year. Plans for interest groups are subject to approval of the
Executive Board.
SECTION 5. The Directory Chair
The Directory Chair shall prepare a directory for electronic distribution
and maintain and update the directory as needed. The directory
will serve as a current roster of all members.
SECTION 6. The Webmaster/Newsletter Chair
The Webmaster/Newsletter Chair shall update and maintain our website
and will assist with the formatting of the newsletter.
SECTION 7. The Scholarship Chair
The Scholarship Chair shall be responsible for working with Bowling Green State
University, gathering names of those students eligible and selecting the
the scholarship winner or winners. The winner or winners will be nontraditional
female students attending Bowling Green State University.
SECTION 8. The Publicity Chair
The Publicity Chair shall be responsible for release of general publicity
concerning events and activities of University Women.
SECTION 9. The Communication Chair
The Communication Chair distributes via e-mail the newsletters, the directory,
and notices of events that are of importance to University Women. She also
maintains communication with the membership as needed. The Communication
Chair will not distribute materials that endorse any political candidate or issue,
religious event, or commercial enterprise.
SECTION 10. Vacancies
A vacancy occurring in any Executive Board position shall be filled by
appointment by the Executive Board.
ARTICLE VI - MEETINGS
SECTION 1. General Meetings
General Meetings shall be as determined by the Executive Board.
SECTION 2. Executive Board Meetings
There shall be at least three meetings of the Executive Board within the term
of office. Special meetings may be called by the Executive Board.
ARTICLE VII – PARLIAMENTARY AUTHORITY
SECTION 1. The rules contained in “Roberts Rules of Order"
Roberts Rules of Order shall govern the University Women in all cases to which they are applicable and in which they are not inconsistent with these By-Laws.
ARTICLE VIII – AMENDMENT
SECTION 1. Amendment to the By-Laws
These By-Laws may be amended at any business meeting of the University Women by a two-thirds vote of the members present and voting, provided the proposed amendment has been submitted in writing to the Executive Board and the membership one month prior to the meeting at which it is to be voted upon.