In order to be compliant with longstanding NABJ operating procedures as posted here, please provide the National Office with the following by Feb. 1, as indicated. This information helps us avoid scheduling conflicts, maximizes fundraising opportunities, and improves overall communications.
In summary, we need:
Schedule of events you want to hold now through June 2022. (You can change the dates later but this gives us at least an opportunity to plan and avoid conflicts.)
Name and contact info for chair and deputy chair
Name and contact for officers, including bookkeeper (see operating procedures above)
Name and contact info for task force members per operating procedures. (We’ll let you know if anyone on the list needs to renew membership
Please review Article II section 7 of operating procedures of other items needing attention
Contact the Development Director before outreach to potential sponsors/partners: Faye Sigers | firstname.lastname@example.org
Article II. NABJ TASK FORCES Section 1: Approval by the Board of Directors
An NABJ Task Force, once organized, will apply to the Board of Directors for formal approval and recognition. The full NABJ Board will vote at the best full board meeting. The Task Force should select a deputy chair that ensures that Task Force leadership is diverse in terms of age, gender and geography and in the case of indecision and time-sensitive priorities the president shall exercise the option to appoint a deputy chair.
Section 2: Officers’ Approval Before Raising Funds
Once approved, an NABJ Task Force shall organize its internal structure with a Chair or Co-Chair. Bookkeeper shall be named for any dues for newsletters and administrative fees. Under no circumstances shall an NABJ Task Force raise or solicit money for the NABJ or itself without contacting and (getting approval) from the Executive Director, President and/or Treasurer of NABJ.
Section 3: Submitting Names of Officers and Requests for Activities
An NABJ Task Force must submit the names of its officers to the National Office and the designated member of the Board of Directors each time there is a change. All requests for convention programs, receptions and similar activities must be made and confirmed with the designated member of the Board of Directors and Executive Director of the NABJ. All officers of the Task Force must be active members of NABJ
Section 4: Annual Report
An NABJ Task Force need not apply for annual renewal.
Section 5: Submitting Names of Members; Requesting Lists of Eligible Members
An NABJ Task Force must submit its membership list to the NABJ National Office; it may receive upon request, a list of members from the NABJ office eligible for membership within its Task Force. The list shall be provided upon approval of the Executive Director and the NABJ President.
Section 6: Dissolution
An NABJ Task Force should alert the National Office and NABJ Board should it ever dissolve. The NABJ Board shall also reserve the right to dissolve any Task Force should the Board determine that the Task Force mission is inconsistent or detrimental to NABJ’s concerns. When a task force is dissolved the assets are turned over to the NABJ operating fund once all financial obligations have been cleared.
Section 7: Responsibilities of Task Forces
The responsibilities of the NABJ Task Forces shall be as follows:
-The Task Force shall submit reports and complete a Task Force Audit at each quarterly Board of Directors meeting and such other times as requested by the Board.
-The Task Force shall submit an annual statement of its activities to the Board of Directors at its annual meeting, and plans for the next 12 months.
-The Task Force should hold at least one meeting per quarter to carry out its mission. The meeting may be conducted live, by telephone or electronically.
-The Task Force must submit minutes of its meetings to the Board of Directors.
-The Task Force shall perform such duties as assigned by the President and/or Board of Directors.
-The Task Force shall report all income and expenditures.
-The Task Force chairman may be asked to have a presence and/ or attend board meetings.
Other National Office Task Force Notes & Guidances
As the keeper of NABJ’s brand, the NABJ National Office has developed its own set of operating procedures that also includes information about how Task Forces (which also applies to Committees) should interact with the National Office and the role they play in brand management. For additional information, contact the Director of Operations or Director of Communications.
The guidelines outlined in the document include:
-Use of the NABJ letterhead must be requested, placed and approved by the National Office upon each use.
Any external or regional/national event (in-person or virtual), program, marketing materials, etc., bearing NABJ’s name should be approved by the National Office.
-Any statement or materials distributed by a Task Force must clearly indicate that the information represents the Task Force and not the National Headquarters or Board, unless approval is given to do so. The President is the Chief Spokesperson and must be made of formal statements and announcements.
-All Task Forces must keep their websites and social media presences updated. These links should be submitted to the National Office annually for review/approval or upon the start of a new page. The manager’s name and contact of each social platform or website as well as the credentials should be on file with the Director of Communications for emergency purposes and to ensure information is transitioned when a new leadership team for the task force is in place. All website and social media managers must be current members of NABJ, in good standing, and must agree to not share member information or use it for non-task force activities. This applies to committees and groups of the National organization as well.
-The National Office must have credentials/access to all official email accounts, websites, or social media pages in the case of an emergency and for ease of leadership transitions.
-Only Task Forces in good standing will have access and approval to use NABJ’s logo. Please contact the Director of Communications for the official logo. The logo should not be manipulated in any form or used with boxes or other shapes around it. Task forces may use their own logos with approval of the Director of Communications and Director of Operations. All branding used for task force and committee platforms should be approved by the National Office (Director of Communications and Director of Operations). Task forces and committees can also request branding kits.
-Task Forces and committees may request support from the Director of Communications to promote conference calls, webinars and special events via calendar listings, eblast inclusion and social media upon approval and at the discretion of the National Office. Please request the service form at email@example.com.
-Task Forces must propose webinar ideas on or off our official platform through our webinar form. Request the form from firstname.lastname@example.org. Webinars must be accessible to the entire membership but can be hosted by a Task Force.
-Task Forces are responsible for ensuring their contact information and group descriptions are updated with the National Office annually prior to the convention or as changes occur, so the website, internal files and convention book are accurate.
-No Task Force should speak on behalf of NABJ’s Headquarters, the Board or the organization as a whole. The President should be made aware beforehand of all official media interviews, statements, quotes or other addresses.