NMAEYC Guidelines

 

 

AFFILIATE BYLAWS

Article I: Name

The name of this organization shall be the New Mexico Association for the Education of Young Children (NMAEYC).

Article II: Purposes

Purposes:

The purposes of NMAEYC (hereafter “Association”) shall be to build and maintain a strong, diverse, inclusive organization, which will advocate for children, families, and professionals within our communities. We will proactively work toward upholding high quality standards in early childhood programs. This will be achieved, for example, by providing high quality professional learning opportunities for the ECE workforce and promoting and championing NAEYC accreditation. We will make the public aware of, and solicit their support and funding for high quality educational opportunities for the workforce, as well as high quality programs in centers, homes, and schools for young children and their families across New Mexico. We will inform the ECE field and its many constituents (families, funders, ECE professionals, etc.) about the importance and value of NAEYC accreditation.

NMAEYC governing policies and procedures align with these bylaws, support the mission, vision, and purpose, andarticulate the implementation of all articles of these bylaws.

See policies and procedures for more information about implementation of bylaws.

 

Article III: Membership

Section 3.1: Affiliation with NAEYC

NMAEYC is an approved affiliate of NAEYC and completes all requirements to maintain affiliation.

Section 3.2: Executive Director NAEYC responsibility

It is the responsibility of NMAEYC Executive Director to complete all of NAEYC’s affiliate reporting requirements in a timely fashion to have board review and approval before submission.

 

Article IV: Membership

Section 4.1: Eligibility

Anyone interested in promoting the purposes of NAEYC & NMAEYC may become a member upon payment of annual dues.

Section 4.2: Rights of Membership

All members, upon payment of all NAEYC annual dues, shall become eligible for NMAEYC membership benefits and rights as set forth in NMAEYC bylaws and policies, including the right to vote in annual NMAEYC elections, apply to run for an open Board position, and be a chair of a standing board committee if elected.

Section 4.3: Membership Year

The membership year of NMAEYC members is based on the date of enrollment, which is the same as NAEYC membership year.

Section 4.4: Membership Categories

All members of NMAEYC are also members of NAEYC, and are entitled to the rights and privileges established by each entity’s bylaws and policies and to NAEYC and NMAEYC membership benefits

Section 4.5: Membership Dues

Membership dues shall be determined by the NAEYC Board. Any member who does not pay his or her membership dues for the current membership year within six (6) months of its start shall automatically be expelled as a member of NAEYC/NMAEYC.

Section 4.6: Annual Meeting

  1. The annual meetings of the members of NMAEYC can be held during the annual conference, pre-conference, or other time that allows for maximum participation.
  2. The membership shall be informed by e-mail of the date and place of the meeting no later than four (4) weeks prior to the meeting.

 

Article V: Governing Body

Section 5.1: Name

The principal governing body of the association shall be called the State Board of Directors (“Board “). All representatives of the Board shall be called Board Members.

Section 5.2: Powers and Duties

  1. General Powers: The affairs shall be managed by the NMAEYC Regular attendance at meetings of the NMAEYC Board is required of all Board Members. All the rights, powers, duties and responsibilities relative to the management and control of NMAEYC’s property and affairs are vested in the Board. These powers exist in the Board Members as a group and not in individual Board Members, except as delegated by the Board. The Board Members have a duty to exercise reasonable care and prudence in the administration of the affairs of NMAEYC.
  2. The Board shall determine its policies or changes therein within the limits of the bylaws, shall actively promote its purposes, and shall have discretion in the disbursement of its funds. It may adopt such rules andregulations for the conduct of its business as shall be deemed advisable, and may, in the execution of thepowers granted, appoint or remove such committees or agents, such as Executive Director, as it may consider
  3. No Board Member shall be paid by NMAEYC for services rendered while performing functions of the Board. The Board may reimburse Board Members for actual expenses incurred in performing services for NMAEYC. Each Board Member shall sign NMAEYC’s conflict of interest statement annually and comply with the policies regarding potential conflicts of interest in compliance with NMAEYC’s policies as described in Board policies, to ensure that the interests of NMAEYC are fully protected.

Section 5.3: Composition of Board

  1. The NMAEYC Board shall consist of officers elected statewide: a President, or a President Elect, a Secretary, and a The Past President shall also be considered an officer.
  2. Other statewide standing elected Board members are:

a) Vice Presidents

      i)    Public Policy

      ii)   (NAEYC) Accreditation

      iii)  Professional Development

      iv)   Membership Services

b)  At its discretion, the Board may compose its structure with 6 Board members representing diverse fields and topics within the These other officers will run in annual elections as Board Members at Large. One Board member may be chosen by the Board to fulfill a particular expertise or skill (e.g., ) accounting, human  resources, marketing, business, legal issues, etc.) and serve for a two-year term. That member cannot succeed him/herself more than once unless approved by the Board.

3. The size of the Board is subject to change at its discretion; however, the number shall not be less than ten (10) or more than fifteen (15).

4. Elected officers and vice presidents may not succeed themselves in any office more than twice except when the first term is an appointment to fill an unexpected   term created by a vacancy in an office.

5. All officers and Board members will be elected in the spring prior to June 1st. The term of office for all officers and Board members, excluding the President, shall be two years from July 1st through June 30th ofthe second year. The President shall serve as an officer for four years, one year as president elect, two years as president, and one year as past president. Each officer and board member shall serve until his or her successoris elected and assumes the duties of the position.

6. All people serving on the Board will be members of NMAEYC/NAEYC.

Section 5.4: Board Meetings

  1. There shall be at least four (4) meetings of the Board during the year (July 1 to June 30). Specialmeetings of the Board may be requested by the President or at least five (5) Board members.
  2. A calendar of yearly board meeting dates and times will be determined by the Executive Committee in the spring for the following fiscal year. Notice of any meeting of the Board shall be deemed to be duly given to a Board member by mail, e-mail or telephone, at least ten (10) days before the day on which such meeting is to be held. Each notice shall state the time and place of the meeting and the general purpose of the meeting.
  3. Board meetings are open to all NMAEYC members.

Section 5.5: Quorum and Voting

  1. A simple majority of the board shall constitute a quorum for the transaction of business. Quorum is calculated by Board members in attendance.
  2. Any action required to be taken at a meeting of the Board may be taken through an e-mail vote without a meeting, if proper notice of the proposed action is given to all Board members.
  3. There will be no voting by proxy.
  4. Each board member will be allowed one vote regardless of the number of positions held on the board.

Section 5.6: Resignation or Removal of Board Members

  1. Any board member may resign at any time. The resignation shall be made in writing to the President and shall take effect at the time specified therein. The acceptance of a resignation shall not be necessary to make it effective.
  2. Any Board Member may be removed at any time for cause, including conduct injurious to the best interests of the NMAEYC, a serious breach of Board ethical code of conduct or policies and procedures, by a resolution approved by two‑thirds of all Board Members other than the Board Member who is being removed, provided that the notice of the meeting where such action is taken specifies that one of the items on the agenda for the meeting shall be the proposed removal of such Board member.
  3. Any Board member who is not able to attend will notify the President in advance of the meeting. Two consecutive unexplained absences shall be interpreted as resignation from the Board.

Section 5.7: Board Vacancies

  1. Vacancies on the Board for Secretary, Treasurer, Vice Presidents, Members at Large shall be filled throughappointment by the Board Each person chosen to fill a vacancy on the Board shall hold office until the expiration of the term of the vacant position.
  2. In the case of a vacancy for the position of President, the board will nominate and approve the next President. The President Elect will be considered — but not assumed — for this position.

Section 5.8: Budget

  1. The board will approve, monitor, and modify the NMAEYC’s budget.
  2. Before the end of the current fiscal year, the Board shall establish the NMAEYC’s budget for the new fiscal year.

 

Article VI: Officers

Section 6.1: Principal Officers

The principal officers of the NMAEYC shall be: President; Past President or President Elect; Secretary; Treasurer. The principal officers constitute the Executive Committee.

Section 6.2: Election of OfficersTerm of Office

  1. NMAEYC will hold annual elections for open Board positions, with all NMAEYC members eligible to vote. Officers and Board members will be elected for two- year terms on a rotating schedule, except the President.
  2. The President will serve four years, one as President Elect, two as President, and one as Past President.

Section 6.3: Roles and Responsibilities

Specific qualifications, roles, and responsibilities of the Board Members are defined in the NMAEYC Board policies.

 

Article VII: Nominations and Elections

Section 7.1: Nominating Team Appointment

Each year, the President, with the consent of the board, shall select a Nominating Team in accordance with board policies.

Section 7.2: Nominating Committee Duties

  1. The Nominating Team shall follow an on-going recruitment plan as specified in policies and procedures.
  2. The Nominating Team shall prepare a slate of officers and board member candidates in accordance with bylaws and policies, receive Board approval, and shall notify the membership of the composition of the slateat the annual conference and through e-mail.

Section 7.3: Elections

  1. Elections shall be accomplished by June 1 of each year by voting in accordance with NMAEYC bylaws and policies. Election results shall be e-mailed to the membership following the completion of the election.
  2. Election winners shall be determined by a simple majority of the members voting.
  3. Ballots will be e-mailed to the membership.
  4. In the case of a tie, the Board will vote to break the tie.

 

Article VIII: Committees

The President, with the approval of the board, shall appoint as many standing and special committees, including chairs who are Board members, as are determined necessary to fulfill the purpose of NMAEYC. The powers, duties, and qualifications for appointment to such committees are specified in the NMAEYC Board policies document.

 

Article IX: Fiscal Year & Finances

  1. The fiscal year shall be twelve (12) consecutive months beginning July 1 and ending June 30.
  2. The Treasurer serves as Chairperson of the Finance Committee that shall prepare a budget for Board approval at the last meeting of the ending fiscal year.
  3. The Board shall require a regular accounting of all funds.
  4. NMAEYC shall submit its financial statements and records to a certified public accountant or auditor for review with a full audit at a minimum of every five (5) years or as directed by the Board or by state law.
  5. The Board may authorize any officer or officers, agent or agents of NMAEYC to enter into agreements and contracts with individuals, groups of individuals, corporations, or government for any lawful purpose.
  6. No loans shall be contracted on behalf of NMAEYC and no evidence of indebtedness shall be issued in the name of NMAEYC unless authorized by a resolution of the Such authority may be general if confinedto a specific dollar limit that is determined from time to time by resolution of the Board and shall otherwise beconfined to specific instances. No loans shall be made to any board member of NMAEYC.
  7. NMAEYC shall not be responsible for any unauthorized debts incurred by any member, board member, or advisor. To be binding on NMAEYC, a contract, instrument, or other obligation to include loans and encumbrances must be in writing, must be approved by the Board as noted in the minutes of said meeting, andmust be signed by the NMAEYC Executive Director and by the loan company designee.
  8. All funds of NMAEYC shall be deposited regularly to the credit of NMAEYC in such banks, trust companies, or other depositories as the board may select.
  9. The Board may accept on behalf of NMAEYC any donation, contribution, gift, or bequest, for the generalpurposes or for the special purpose of NMAEYC.
  10. The property of NMAEYC unless otherwise directed by donors, shall be held and applied in promoting the general purpose of NMAEYC declared in its Articles of No real estate belonging to NMAEYC shall be conveyed or encumbered except by authority of the majority vote of the Board of NMAEYC.

     

    Article X: Regional and Interest Groups

    1. NMAEYC encourages and supports regional and interest groups throughout the state which the Membership Committee can support.

    Article XI: Indemnification 

    Each Board member elected or appointed according to the bylaws, each officer of NMAEYC, and employees determined by the board of so entitled shall be entitled as of right to indemnification by NMAEYC against all expenses (including attorney’s fees), judgments, claims and amounts paid in settlement arising from any claim or proceeding relating to his or her status as a board member, committee member, officer or employee of NMAEYC to the fullest extent now or hereafter permitted by the Articles of Incorporation of NMAEYC, the laws of the state, and the bylaws of the organization.

     

    Article XII: Parliamentary Authority

    The most current edition of Robert’s Rules of Order shall be the parliamentary authority of the Association.

     

    Article XIII: Amendments 

    These bylaws may be amended, repealed, or altered, in whole or in part by a simple majority of membership casting votes electronically provided that a copy of any amendment proposal for consideration shall be e-mailed to the membership at least thirty (30) days prior within the provisions of NMAEYC Policies and Procedures.

     

    Article XIV: Dissolution

    A recommendation for dissolution of the Association adopted by a vote of the Board will be submitted in writingelectronically to the membership, directing that the recommendation be submitted to a vote of the members viaelectronic ballot. The recommendation must be approved by at least 2/3 the membership casting votes electronically. Upon dissolution of the Association, any remaining funds shall be distributed to one or more nonprofit organizationsclassified by the Internal Revenue Service as tax exempt under Section 501c(3) of the Internal Revenue Code.

     

     

     

                                                                                        _________________________________________________________________________

    Signature and Title of Board Officer                                                         Date

                                                                                        __________________________________________________________________________

    Signature and Title off Board Officer                                                      Date

    For Further Information

    Robert, H.M. (1989). Robert’s rules of order newly revised. New York: Berkley Books.

    National Association for the Education of Young Children, 1509 16th Street, N.W., Washington, DC 20036-1426. (202) 232-8777

    Approved by Board: May 2018. Approved by Membership: Fall 2019.

    BOARD POLICIES

    I.     GOVERNANCE

    The Board will govern with an emphasis on:

    • The Association’s Vision and Mission
    • An alignment and commitment to NAEYC’s Vision and Mission
    • A commitment to its Association membership framework and the professional development needs of its members
    • Strategic leadership and planning
    • Nonprofit best practices with a clear distinction between Board and staff roles and duties
    • Periodically monitoring and assessing the Board’s effectiveness and efficiencyas a visionary and decision-making entity
    • A commitment to being a High Performing Inclusive Organization (HPIO)

      II.   BOARD MEMBER DUTIES & RESPONSIBILITIES

      1. Duty of Care: board members exercise “reasonable care” when they make a decision for the Inthis case, “reasonable” is what a prudent person in a similar situation might do. The duty of care requires thatBoard member exercise reasonable diligence and due care in conducting the not-for- profit’s affairs. At a minimum, they must stay informed about the activities and finances of the organization by regularly attending corporate meetings, actively examining and evaluating the records made available to them by staff,and understanding how the organization functions under its bylaws. Board members must act in good faith asthey make decisions and seek always to avoid the misuse or waste of its assets. When a decision involvescomplex matters, the board should engage subject matter experts, community, representatives, and professional advisors if the directors lack the requisite skills to make an informed decision.
      2. Duty of Loyalty: Board members must never use information gained through their positions for personal gain. This means each member must always act in the best interests of the organization. Board members ensure that NMAEYC’s activities and transactions are, first and foremost, advancing its mission; Recognize and disclose conflicts of interest; Make decisions that are in the best interest of the nonprofit corporation; not in the best interest of the individual Board member (or any other individual or for-profit entity).
      3. Duty of Obedience: Board members must be faithful to the organization’s mission/vision. This means they cannot act in a way that is inconsistent with the organization’s goals. Board members ensure that the nonprofit obeys applicable laws and regulations; follows its own bylaws; and that the NMAEYC adheres to its stated nonprofit purposes.

      General Responsibilities:

      1. Support and evaluate the executive
      2. Set policies and ensure effective
      3. Monitor and strengthen programs and
      4. Ensure adequate financial resources by fundraising, seeking donations, donating skills and expertise, orparticipating in in-kind donations or volunteer
      5. Protect assets and provide proper financial
      6. Build a competent
      7. Ensure legal and ethical
      8. Enhance the organization’s public
      9. Ensure that the board and staff commit themselves to being a High Performing Inclusive Organization (HPIO) across its operations, projects, and programs.
      10. Commit to fundraising and volunteering on

      Fiduciary Responsibility

      A board member also takes full fiduciary responsibility for the nonprofit organization. This means that Board members:

      1. Ensure that federal and state regulatory obligations are
      2. Examine financial statements regularly and compare actual figures to the projected ones.
      3. Ensure that finances and spending are consistent with its strategic
      4. Adopt a set of policies to govern the acquisition and use of financial and other
      5. Establish a budget that allocates financial resources to the programs and activities that will accomplish the organization’s mission, vision, and goals.
      6. Develop an ongoing system for monitoring and holding board members, committee members and the Executive Director accountable for their performance with regard to association work, goals, policies and budgets.
      7. Implement an independent external review process (such as an independent audit or other independentexternal review) on a regular basis (as per NM statue), to assess the organization’s fiscal condition andhealth, including the effectiveness of its systems and policies for the protection and appropriate use of financial resources.

      Bylaws and policies and procedures

      Board members adhere to NMAEYC’s bylaws and policies and procedures.

      Collective Decision-Making

      Board members ensure that the collective decisions made by the governing board are

      aligned with NMAEYC’s vision and mission and strategic plan.

      III.   HIGH PERFORMING INCLUSIVE ORGANIZATION (HPIO)

      As mandated by NAEYC, all Affiliates must adopt and implement an HPIO framework in their operations. The Board and staff commit themselves to the HPO framework provided by the HPO center and outlined in High Performance Organization: Five validated factors of competitive advantage that apply worldwide (De Waal,2015).

      HPO is a conceptual, scientifically validated structure which nonprofits can practice and implement for deciding what to do to improve organizational performance. HPO is a framework that has to be translated by staff and Boardacross the organization.

      “A high performing organization is defined as: an organization that achieves financial and non-financial results thatare exceedingly better than those of its peer group over a period of time of five years or more, by focusing in a disciplined way on that what really matters to the organization” (De Wall, 2015, p. 5).

      The five key factors of high performance are:

        1. Management Quality: The Board and staff work as partners and the Board ensures that talented staff are matched to the right roles and that their capacity continues to grow to ensure high Management atthe Board and staff levels are defined by trust and integrity. Managers are positive role models and strong andconfident leaders. They refine their skills at making fast decisions and actions to take advantage of opportunities andto avoid risks. Management coaches staff to become better performers. Managers are results-oriented and get theteam rowing in the same direction to meet or surpass goals. They hold themselves and others accountable to performance measures and take decisive action on non-performers.
        2. Openness & Action Orientation: The Board and staff create and cultivate a safe environment whereperiodic effective communication and dialogue take place; where sharing new ideas and knowledge acrossorganizational levels and programs are welcomed; where feedback is sought from the right people at the right time,where healthy risk-taking can occur; where mistakes can occur and Board and staff do not cover them up but focus onlearning from and remedying Both Board and staff are open to change, reflect continually on where they areperformance wise and where they want to be, learn to be flexible and adapt, and implement a cycle of continuous improvement. Board and staff commit to and promote high standards and continually focused on achieving goals andtarget objectives.
        3. Long-term Orientation: The Board and staff commit to building relationships with its many constituents and being stakeholder-oriented, that is, creating win-win scenarios for both the organization and its many constituents: members, community partners, sponsors, donors, The organization is socially responsible and justice-oriented ensuring that it invests in local economies andpreserves the environment. The Board and staff are also customer-oriented, ensuring that they periodically engage with and listen to members and are responsive to their questions, concerns, and needs, and use member feedback to improve programs and products in order to meet member expectations while at the same time anticipating their unarticulated needs. The Board and staff also commit to developing employee loyalty by supporting staff professional development so that employees have the skills and competence to work autonomously. For the long-term, NMAEYC will focus on developing leaders and promoting from within. Finally, Board and staff commit to creating a safe workplace where employees can provide constructive criticism and their feedback is taken seriously and used when appropriate.
        4. Continuous Improvement & Renewal: A cycle of continuous quality improvement will be implemented and welcomed. The Board and staff will work toward having a unique strategy in program and product creation and execution. The Board and staff will ask themselves, “why should the ECE workforce come to our organization and not go to a competitor, what makes us different?” This uniqueness will fit on the front page of thestrategic plan, and be both a beacon and compass for the organization. Key to the finding a unique strategy is developing innovative products, services, and processes. The organization will focus and continually improve its core strengths and look to take advantage of disruptive innovations to stay ahead of the curb (e.g., online learning, keynote broadcasting, etc.) The organization will focus on process improvement, simplification, and alignment. Performance across programs and organization-wide will be periodically reported, monitored, and data will be evaluated against key performance measures.
        5. Employee Quality: Management will focus on creating an environment that engages and inspires employees. This means giving employees challenging and meaningful work, increasing responsibility, setting high standards, improving performance, involving employees when appropriate, and connecting employees with theorganization’s constituents, partners, funders, and Board members.

        For case studies and examples of how these factors are embedded in the organization’s work see De Wall (2015).

        Commitment to Inclusivity

        NAEYC’s commitment to inclusivity in board and membership is outlined in its Statement of Commitment as aHigh-Performing Inclusive Organization (NAEYC, 2016). See Appendix 1.

        The Board commits itself to understanding that diversity is broad, multidimensional, and inclusive of diverse viewpoints and perspectives and commits itself to recruiting Board members, staff, and NMAEYC members that are diverse in gender, race, age, ability, experience, profession, etc., because championing diversity and inclusivity is not only the right thing to do, but also impacts the financial performance and viability of the organization.

        The board commits itself to intentionally creating organizational policies and systems that increase access andopportunity for diverse current and potential NMAEYC members, Board members, and staff.

        Furthermore, in pursuit of HPIO, the Board will also ensure that the Board is:

        • Diverse in skills and reflective of the community it serves
        • Clear on responsibilities, takes them seriously, and executes them effectively
        • Continuously working on a strong leadership pipeline
        • Regularly engaging in performance reviews of Executive Director and the organization
        • Continuously working to build a solid cash reserve, to have a strong positive cash flow, to have at least 1 month in the bank and 3 – 6 months available as unrestricted cash balances, have little debt, to have fundraising and revenues that are balanced, diverse, and managed well
        • Ensuring that programs are always mission-centric, show clear and measurable impact and can be evaluated forimpact (quantitative and qualitative)
        • That Board and staff communicate a consistent and effective and compelling narrative to constituents,members, partners, and And that the board create, update, and implement a strategic plan
        • Able to communicate a compelling and clear narrative of the organization’s mission, purpose and impact to its (possible) funders, members and constituents
        • Supporting and ensuring that the Executive Director is a visible, vocal, and effective public championand storyteller/voice for the organization.

        IV.   BOARD STRUCTURE

        The principal officers of the Board are:

        1. President
        2. President Elect or Past President
        3. Secretary
        4. Treasurer

        The principal officers constitute the Executive Committee. The Executive Committee, with the support of theExecutive Director, prepares the Board agenda, policies, procedures, and other work of the Board for board approval.The Executive Committee does not make decisions on behalf of the board unless instructed by the board (see section XXVIII below).

        Other standing officers are…

        1. Vice President of Public Policy
        2. Vice President of (NAEYC) Accreditation
        3. Vice President of Membership Services
        4. Vice President of Professional Development

        At its discretion, the Board may compose its structure with 6 Board members representing diverse fields and topics within the profession, such as:

        1. Infants/Toddlers
        2. Home Visiting
        3. Primary Grades (K-3rd)
        4. Family Care
        5. Special Education
        6. Bilingual Education
        7. Directors/Principals (leadership)
        8. Teacher Assistants
        9. Play/Curriculum
        10. Emerging Professional (under age 30)
        11. College/Student Representative

        Officers will run in annual elections as Board Members at Large (representing a particular field that they choose).See election procedures.

        One board-appointed member may be chosen to fulfill a particular expertise or skill (e.g., accounting, human resources,marketing, business, legal issues, etc.) on the board. That member will serve for a two year term and cannot succeedhim/herself more than once unless approved by the Board.

        The NMAEYC Board will have no less than 10 members and no more than 15 members at any one time as per NMAEYC’s Bylaws.

        When a New Mexico resident and NMAEYC member is selected to sit on NAEYC’s Affiliate Advisory Council, oron the NAEYC Board or other council, that member can sit on various NMAEYC committees in a consultativecapacity. That member can also run and be elected for other NMAEYC Board positions during his/her tenure on the NAEYC board or council.

        When a Board member is selected to sit on NAEYC’s Affiliate Advisory Council or board, that member will fulfillhis or her NMAEYC commitment and strive to balance the interests of NMAEYC and NAEYC.

        Board Member Duties

        President

        • Chairs meetings of the Executive Committee and Board and develops the agenda with the Executive Committee.
        • Chairs the conference committee alongside the VPs of Membership and Professional Development.
        • Appoints the chairpersons of special and sub-committees, in consultation with other Board members.
        • Helps guide and mediate Board actions with respect to organizational priorities and governance concerns.
        • Leads annual strategic planning.
        • Communicates with the staff about the Board’s short and long-term goals and plans.

        President Elect

        • Prepares to assume the office of President.
        • Fills the office of President should that office become vacant, and subsequently fill the office of boardPresident for a regular term as is entitled to the president-elect. While the President elect is favored to assume the President position in case of a vacancy, the Board can also choose an alternate candidate as per bylaw.
        • Assists the board President in the execution of his or her duties
        • Supports strategic planning and implementation.
        • Plays an active role on the conference and/or other committees.

        Past President

        • Supports the new President in learning and implementing the role of President.
        • Supports strategic planning and implementation.
        • Plays an active role on the conference and/or other committees.
        • Develops and coordinates events for rapport-building between staff and Board.
        • Supports the professional development committee with Board training and orientation at the Annual Leadership Retreat.

        Treasurer

        • Serves as financial officer of the organization and as chair of the finance committee.
        • Manages, with the finance committee, the board’s review of and action related to the board’s financial responsibilities.
        • Works with the Executive Director to ensure that appropriate financial reports are made available to the boardon a timely basis.
        • Assists the Executive Director in preparing the annual budget and presenting the budget to the board for approval.
        • Reviews the annual audit, 990, and answers board members’ questions about the audit.
        • Ensures development and board review of financial policies and procedures.
        • Monitor the receipt of all money due to and held by the organizaton.
        • Ensures that all funds are properly deposited in organization’s designated bank account.
        • Ensures that the organization maintains tax-exempt status.
        • Signs financial forms and instruments as necessary.
        • Provides a report at each board meeting ahead of time on google docs.

        Secretary

        • Prepares and provides written minutes to board members one week prior board meeting for review.
        • Keeps abreast of parliamentary procedure and trains/informs board on Robert’s Rules of Order during Boardmeetings, the Annual Leadership Retreat, and throughout the year.
        • Supports the professional development committee with Board training and orientation at the Annual Leadership Retreat.
        • Files on a digital cloud or google docs approved minutes and maintains the official list of board members,board meeting attendance, in accordance with procedure.
        • Ensures that all board-related documents are uploaded on google docs for all board members to access before board meetings.

        Vice President of Public Policy

        • Chairs the Public Policy committee.
        • Will be informed and engaged in public policy activities (legislative, regulatory), including coalition efforts at the local and state level and through NAEYC at the federal level.
        • Recommends NMAEYC endorsements for political causes for Board approval.
        • Develops annually the public policy priorities to be approved by the board for issues related to children ages 0-8 and the field, in the context of the political climate and legislative/regulatory schedule of the state. Approves changes to the public policy agenda due to the immediacy of the issue and the timely nature of thelegislative session and/or engages the board in discussion and approval changes when the topic is controversial, debatable, or affects the association and/or membership. Providestechnical assistance and training on advocacy and public policy at NMAEYC meetings.

        Vice President of Professional Development

        • Chairs the Conference Committee alongside with the President and VP of Membership Services.
        • Keeps abreast of professional development and conference trends.
        • Receives requests from NMAEYC and Board members for financial support for professional development when funds are available.
        • Reviews requests and notifies the Treasurer of requests granted.
        • Maintains an accounting of requests and their amounts.
        • Aims to strengthen the nonprofit skills of sitting Board members through orientation, mentoring, socialization activities.
        • Considers tools and processes to improve the Board’s effectiveness, with particular emphasis on NMAEYC’s commitment to be a high-performing, inclusive organization.
        • Works with other Board committees or activities to identify and address barriers to the ongoingdevelopment of skilled and diverse leadership throughout the Association (individual members, components, and national service).

        Vice President of Membership Services

        • Chairs the Membership Services committee.
        • Chairs the Conference Committee alongside the President and VP of Professional Development.
        • Supports staff in assessing the professional needs of members.
        • Keeps abreast of membership association trends.
        • Examine issues and provides input related to member engagement (publishing, membership services/programs, leadership development, professional development solutions, and conferences) and ensurethat member engagement reflects diversity across dimensions of age, race/ethnicity, professional role, andgeography and other diversity factors related to HPIO.

        Vice President of Accreditation

        • Serves as chair of the Accreditation Coommittee.
        • Reports to the NMAEYC Board at scheduled meetings on the activities and actions of the Accreditation Facilitation Project (AFP) and Accreditation Committee throughout the year.
        • Secures members from local areas and monitors committee member job descriptions.
        • Calls periodic meetings of the Accreditation Committee as required to carry out the work of the committee.
        • Coordinates with the AFP consultants and the committee members to
          • complete the committee forms required by NMAEYC including plans, goals, budget and evaluation
          • implement the annually established goal and plans with the committee members and the AFP consultants and evaluate results
          • ensure that the annual conference strand and/or preconference is coordinated with theNMAEYC conference committee
        • Maintains contact with NAEYC Accredited Centers and represents their concerns and interests in the work of the AFP as an Accreditation Committee.
        • Participates in the monthly NAEYC Accreditation Conference Calls.
        • Initiates conversations and communication with CYFD/OCD.

        Members at large and board-appointed member

        • Fulfill board member responsibilities and duties.
        • Advocate for their disciplines and lead special projects, conference presentations, regional workshops, ,that will enhance member benefits, membership experience, and are aligned with NMAEYC’s vision andmission.
        • Volunteer on committees and/or be appointed by the President to serve on special committees and take onother duties as requested by the
        • Support the professional development and membership committees in their goals.
        • Support fundraising efforts and other organizational projects.

        V.   BOARD MEETINGS

        Meetings will be open to the membership and the public except when the President officially announces executivesession due to the subject relating to litigation, personnel, or contemplated real estate transactions.

        The Board is the sole authority over its own agenda and follows Robert’s Rules of Order at meetings.

        1. Attendance at Meetings

        Regular attendance at meetings of the Board is required of all Board members. If attendance is not possible, the member must notify the President in advance. Attendance and absence will be noted in the Board minutes and monitored by the Secretary. Two consecutive unexplained absences shall be interpreted as resignation from the Board as per bylaw. At the time of the second unexplained absence, the President will send a letter thanking the member for his or her service and acknowledging that the member has resigned.

        1. Setting the Agenda

        At least two weeks prior to every Board meeting the Executive Committee will set the agenda for the Board meeting.Board members requesting time on the Board meeting agenda must notify the Board President or Executive Directorbefore or by the date of Executive Committee meeting: Please see protocol and policy for submitting board agenda items to Executive Committee.

        The President will send the meeting agenda to the members at least 10 days prior to the meeting. At the time that theagenda is sent, the email will include a link to google docs or other online cloud that holds the documents needed to be reviewed and/or approved by the board at the upcoming meeting.

        1. Minutes

        The minutes will be drafted following the executive committee and board meetings by the Secretary and then givento the Executive Director and President for review and sent to Board Members via google docs or other online cloud.

        The Secretary will send the minutes to all Board members and Executive Director prior to the next Executive Committee meeting.

        1. Reports

        Committee Chairs will upload reports to an online cloud or google docs no later than ten days prior to scheduledBoard meetings so that reports can go out along with the meeting agenda and other documents. The ExecutiveDirector will also upload an association report to online cloud or google docs for the board prior to the meeting and provide oral updates in accordance to the strategic plan.

        VI.   BOARD RETREAT

        The purpose of the Board Retreat is to train Board members on the following.

        1. Association vision, mission, purpose, and programs
        2. ByLaws
        3. Board Policy
        4. Board Structure, Responsibilities, Duties
        5. Dates/places for Board meetings
        6. Annual Strategic Planning
        7. How to read a budget
        8. Nonprofit best practices
        9. HPIO

        A sub-committee of the Professional Development Committee organizes the retreat.

        VII.    NMAEYC MEMBER REGIONAL & COMMUNITY EVENTS

        The Membership Committee can develop and support regional members with professional development events, gatherings, interest groups, resources, and other membership benefits/opportunities. A percentage of membershipdues, reviewed periodically and approved by the board, will be allocated each year to be used to hire a membership director, increase and/or improve membership programs/benefits, services, or regional events. The membershipdirector will be hired by the Executive

        Director and work with the VP of Membership Services to map and outline a yearly budget for the expenditure of dues.

        VIII.    COMMITTEES

        The President — with the advice of the Executive Committee and Executive Director and with the approval of the Board — will determine the arrangement of standing, special, and sub-committees and appoint chairpersons for the latter two.

        Decision-making process

        1. VP Board Members are chairs of their committees; they shape and guide the vision, goals, budgets of their committees in accordance to the organization’s strategic plan. They are responsible for implementing and achieving their annual plan and monitoring their budget expenditures.
        2. Chairs seek the wisdom of diversity, seek multiple sources of data and perspectives, and work collaborativelywith their committee members to achieve consensus, but when that is not possible the chair makes the final decision tomove the committee work forward.
        3. Chairs are accountable to the board and report on their events and successes at every meeting.
        4. Chairs submit a strategic plan for their committee and budget expenditure and work with Executive Committee to make a final recommendation for budget allocation to the Board.
        5. Chairs monitor and report changes to their annual strategic plan and budget to the Executive Committee. The Executive Committee may ask and require Chairs to get Board approval for significant changes in their budget and

        Decision-making process special and sub-committees

        1. Appointed chairs follow the same guidelines as
        2. They make final recommendations to… In the case of special committees…
          • The Board

        In the case of sub-committees…

          • The chair of the committee that houses the sub-committee

        Decision-making process – Executive Committee

        1. The President chairs the committee and follows the same guidelines as above. The Executive Director is an ex officio of the executive committee. Other senior staff sitting on the committee play a consultative role.

        IX.   PROFESSIONAL DEVELOPMENT COMMITTEE

        The VP of Professional Development supports the professional development of both Board and NMAEYCmembers. Each year, the VP of Professional Development, with the collaboration of the executive committee and the professional development committee, will determine the amount of money set aside for NMAEYC members and Board members to attend conferences. Board members approved to attend professional development conferences are required to share their learning with presentations at Board meetings and NMAEYC Annual Conference workshops.

        The following procedures will occur:

        The Professional Development (PD) committee will develop an annual plan to support NMAEYC members andBoard members to attend strategic conferences when funds are available. The plan will identify conferences, eligibility,assistance amounts, and expectations for attendees.

        The PD committee is responsible for distributing applications for scholarships via website and e-mail blast. All applicants will be notified of the outcome by the PD Chair or his/her designee.

        The PD Committee has a sub-committee that plans for the professional development of Board Members. Thiscommittee plans for such things as the Board Orientation Retreat and on-going trainings related to nonprofit bestpractices. The VP of Professional Development keeps the Board abreast of NAEYC Affiliate news and online trainings related to Association work.

        Board members seeking additional assistance or different professional development opportunities must follow policy.

        X.   NMAEYC PRE-CONFERENCE & CONFERENCE COMMITTEE

        The Board oversees the budget and operations of the Conference Committee, which is

        co-chaired by the President, VP of Professional Development, and VP of Membership. The Director of Membership and Programs (staff position) manages logistics and supports the sub-committees.

        Conference Chairs will give conference reports at regular Board meetings. Conference Coordinator or ExecutiveDirector provide updates on revenue, registration numbers, and other important financial data.

        The chairs will be responsible for the selection of the conference theme and the conference Keynote Speaker.

        Upon selection of the keynote speaker, the Conference Chairs will notify the board. An invitation will be issued tothe selected keynote speaker by the Conference Chairs.

        The Director of Membership and Programs and Executive Director with the help of staff, Board members, and committeemembers, will use data (conference and membership surveys, trends in conference planning, NAEYC models, etc.) to inform pricing, development of conference products, participant needs, a conference prospectus for exhibitors, and marketing strategy, for the Conference.

        Please see Appendix 2 for structure of sub-committees under the Conference Committee.

        Individuals interested in presenting at the conference may submit a proposal online, which will be reviewed and go through a selection process overseen by the Conference Seminar Chair and the conference seminar committee, which isa subcommittee of the conference committee. The Seminar Chair is appointed by the conference committee chairs. Presenters chosen will be informed by the Seminar Chair and will receive one free registration which does notinclude lunch. Multiple presenters may be asked by the seminar chair regarding additional payable registrations.

        Community Connections are non-profit organizations that work in some capacity with families and children. Each Community Connection table will receive two free registrations, which do not include lunch. Organizationsmay confer with the Community Connections Chair regarding additional registrations.

        Don Thompson Sensory Exploration presenters will provide hands-on, developmentally appropriate activities to be shared with Conference participants. Each Sensory Exploration table will receive four free registrations which do not include lunch.

        Commercial Exhibitors will be offered tables at the Annual Spring Conference. Fees will be determined by the chair and approved by the Conference Committee Chair.

        NAEYC publications will be available at the conference. The Publications volunteer will set up and oversee the display and selling of NAEYC publications.

        The Board, staff, and the Conference Committee members who work prior to and/or on the day of the conferencewill receive complimentary registration not including lunch.

        The chairs will decide upon agenda and keynote programs.

        Monies raised on the Judy Lambie Memorial Raffle will be used to fund scholarships to the State Conference. Boardmembers are encouraged to find items for the raffle.

        Applications for scholarships will be published in the NMAEYC website. Applications will be reviewed by the Professional Development Committee. All applicants will be notified of the committee’s decision. Scholarships arelimited to NMAEYC members.

        XI.   RESOURCE DEVELOPMENT AND FINANCE COMMITTEES

        The Resource Development Committee is a subcommittee under the Finance Committee that spearheads fundraising campaigns in accordance with the strategic plan and financial planning and the president appoints a chair. Thiscommittee reports to the Treasurer.

        The Finance Committee is chaired by the Treasurer and has the following responsibilities.

        All financial policies and procedures are identified in the NMAEYC Accounting Manual and are updated periodically. Staff or contractors responsible for NMAEYC finances will receive training on the accounting manual and other nonprofit best practices in accounting and financial planning

        Contracts and Grants:

        The Executive Director will keep the Executive Committee and the Board appraised of possible grant opportunities.

        • A summary of proposals to be submitted on behalf of NMAEYC will be shared with the Board or Executive Committee.
        • The President and at least one other Board member will review all proposals prior to submission.
        • Copies of the contracts and grants will remain on file for seven years after completion of contract.
        • NMAEYC will include an administrative fee when
        • Support letters for grants of other groups/organizations will be approved by the President and when appropriate by the Executive Director.

        XII.    NATIONAL NOMINEES FOR NAEYC BOARD

        In the event that a member is nominated to run for a position on the NAEYC Board, NMAEYC may assist in supporting that candidate with a platform for advertising his or her campaign.

        XIII.    SPOKESPERSONS

        The primary spokespersons for NMAEYC will be the Board President and Executive Director.

        • The Vice President of Public Policy will also serve as spokesperson for issues relating to political campaigns, legislation, social justice campaigns, etc.
        • The Executive Director with the support of the President and Board will be responsible for issuing statements(written or oral) stating NMAEYC’s public position on issues.

        XIV.    MEDIA

        All media contacts are to be handled by the Executive Director.

        All press releases or other promotional materials are to be approved by the Executive Director with the support of staff and Board.

        XV.   NEPOTISM

        Board members and their immediate family members (as defined below) will be excluded from consideration for employment and/or contracted services by the organization.

        Employees will not serve as elected members of the Board.

        Employees may not hold an NMAEYC job that a member of their immediate family and NMAEYC employee exercises supervisory authority.

        In this section, immediate family includes the following: husband, wife, son, son-in- law, daughter, daughter-in-law, father, father-in-law, mother, mother-in-law, brother, brother-in-law, sister, sister-in-law, grandparents, and grandchildren.

        XVI.    BOARD CODE OF CONDUCT

        With trust at the foundation of our work, we have established this code of conduct to guide our work as members of the NMAEYC Governing Board.

        By becoming an NMAEYC Board member I agree to adhere to the following:

        (a) Fully and enthusiastically support the NMAEYC vision, mission, core values and beliefs, strategic priorities and all other Board-adopted policies.

        (b) Actively participate in, and contribute to, an open, professional board culture by respecting and seeking to understand diverse points of view.

        (c) Work to assure that NMAEYC continues to grow as a high-performing, inclusive organization of groups andindividuals and using this framework in my Board deliberations.

        (d) Promote the work of NMAEYC to the field and to the public at large, and take ownership of the work we do together.

        (e) Embrace and respect ideas, insights, and concerns that evolve out of the values of diverse culture and belief systems.

        (f) Represent and serve the needs of NMAEYC as an organization and the entire NAEYC community, not aparticular geographic region, organization, or constituency.

        (g) Be a responsible and committed steward of NAEYC’s programs and resources.

        (h) Understand that the NMAEYC Board is a policy board and that the Board’s role is to establish the policies that govern the Association not to manage the organization.

        (i) Adhere to all Board policies, including but not limited to policies on confidentiality, conflict of interest and inurement prohibition, and anti-corruption.

        (j) Respect and support all decisions of the of the Board.

        (k) Work with the other Board members and members of the staff in the spirit of harmony and cooperation.

        (l) Participate actively in Board meetings, Board activities and on committees, and follow through on my Board commitments, tasks, and responsibilities.

        (m) Make the necessary commitment of time and diligence to fulfill my governance responisibilities.

        (n) Encourage and participate in open, inclusive, and respectful dialogue regarding all Board issues, concerns, and discussions.

        (o) Recognize that since the Board consists of individuals with differing perspectives, debate is necessary and encouraged.

        (p) Be well informed about developments and issues that may come before the Board.

        (q) Work to learn more about my responsibilities and to improve my effectiveness.

        (r) Keep confidential any proceedings of the Board that are not yet ready for public dissemination, exceptwhere disclosure is required by law.

        (s) Have the courage to offer a minority opinion when necessary and be willing always to listen to, respect,and consider opinions offered by others.

        (t) Speak directly to individuals involved about issues of concern regarding those individuals.

        (u) Handle concerns or complaints in a professional manner – directing operational concerns to Executive Director; and directing concerns about Board policy to the President.

        (v) Call to the attention of the Board any issues that may have an adverse impact on NMAEYC or those we serve.

        (w) Act impartially and not seek preferential treatment from or for any organization or individual inside or outside NMAEYC.

        (x) During Board discussions, disclose any potential conflict of interest related to the issue under discussion and exclude myself from Board decisions where I am involved in a conflict of interest.

        (y) Not use my Board position for personal advantage or the advantage of friends or relatives.

        Finally, I understand that I must bring any violations of this Code of Ethics, my own or those of another Board member, to the attention of the Board President and that in doing so I am helping to assure the strength and integrity of NMAEYC and safeguard the field of early childhood education.

        Complaints Regarding Board Conduct Procedure

        These Procedures will apply to all complaints, allegations, inquiries or submissions (“Complaints”) involving apotential violation of the NMAEYC Board Code of Ethics received by NMAEYC about a Board member, committee, advisory group and accreditation body member or candidate for election or appointment to any such group, whether initiated by another Board member, an officer, employee, member, or agent of NMAEYC, orother third party.

        All persons engaged in investigations or decisions on behalf of NMAEYC with respect to any complaint reviewedunder these Procedures or the Whistleblower and Anti-Fraud Policy Procedures are indemnified and will be held harmless and defended by NMAEYC against any liability arising from such activities to the extent permitted by law, provided such individuals act in good faith and withreasonable care, without gross negligence or willful misconduct, and do not breach any fiduciary or other duty owed toNMAEYC.

        Any individual who (directly or through his or her family or business) has any personal or private businessinvolvement in or connection to the alleged misconduct or has an ongoing, close personal or close professionalrelationship outside of NMAEYC with the Complainant or the Board member or candidate whose conduct is at issue,or any other conflict of interest, will not be permitted to participate in the matter to be reviewed. Any actual, potentialor apparent conflict of interest will be immediately disclosed by the affected individual in accordance with the Conflictof Interest and Inurement Prohibition.

        Procedure for Process a Complaint

        For each complaint involving an alleged violation of the Code that the Executive Committee determines is potentiallyactionable, such determination will be brought to the Board to determine whether or not the director or other volunteer should be removed pursuant to the bylaws.

        Anti-Corruption Policy

        As stated in the NMAEYC Code of Ethics, obeying the law, both in letter and spirit, is one of the foundations on which NMAEYC’s ethical standards are built. Members of the Governing Board, committees, advisory groups, accrediting bodies, volunteers and NMAEYC staff must comply with all applicable laws and regulations and encourage and support such behavior in others.

        Gifts and Hospitality Policy

        Gifts and hospitality may not be motivated by any improper or unethical purposes or accompanied by any improper orunethical expectation of receiving anything in return.

        NMAEYC may, at times, provide certain types of gifts or other hospitality, including entertainment, meals, travel, or other promotional expenditures to promote its activities and solidify relationships. While often common and socially acceptable, these types of expenditures alsocan be misused for corruption or bribery. NMAEYC does not consider the giving or acceptance of a token ofappreciation, such as a ball cap, tee shirt, jacket, an occasional lunch, game of golf, or the like with non-government officials to be a kickback, gift or gratuity for the purpose of this policy, so long as such is not given to improperly or unethically influence a decision affecting NMAEYC and its operations.

        Members of the Board, committees, advisory groups, accrediting bodies, volunteers and NMAEYC staff must not accept gratuities, favors, gifts, occasional tickets for theater or sporting events or anything else with a monetaryvalue over $500 from contractors, potential contractors, parties to a sub-agreement or other third parties.

        XVII.     CONFIDENTIALITY

        It is the policy of NMAEYC that Board members and employees of NMAEYC may not disclose, divulge, or make accessible confidential information belonging to or obtained through their affiliation with NMAEYC to any person, including relatives, friends, and business and professional associates, other than to persons who have a legitimate need for such information and to whom NMAEYC has authorized disclosure. Board members and employees shall use confidential information solely for the purpose of performing services as a trustee or employee for NMAEYC. This policy is not intended to prevent disclosure where disclosure is required by law.

        Board members and employees must exercise good judgment and care at all times to avoid unauthorized or improper disclosures of confidential information.

        Conversations in public places, such as restaurants, elevators, and airplanes, should be limited to matters that do not pertain to information of a sensitive or confidential nature. In addition, Board members and employees should besensitive to the risk of inadvertent disclosure and should, for example, refrain from leaving confidential information ondesks or otherwise in plain view and refrain from the use of speaker phones to discuss confidential information if theconversation could be heard by unauthorized persons.

        At the end of a Board member’s term in office or upon the termination of an employee’s employment, he or she shall return, at the request of NMAEYC, all documents, equipment, keys, papers, and other materials regardless of medium, which may contain or be derived from confidential information, in his or her possession.

        XVIII.      CONFLICT OF INTEREST

        Members must avoid conflict of interest with respect to their fiduciary responsibility. When the Board is to decide uponan issue about which a member has an unavoidable conflict of interest, that member shall absent herself/himselfwithout comment from not only the vote but also from the deliberation.

        Board members must not use their position to obtain employment for themselves, family members, or close associates.Should a member desire employment, he or she must first resign.

        Members will annually disclose their involvement with other organizations, with vendors, or any other associations that might produce a conflict.

        Each year all Board members will sign the NMAEYC Conflict of Interest Statement at the annual Board Leadership Retreat.

        Employees and Board members have an obligation to conduct business within guidelines that prohibit actual or potentialconflicts of interest. This policy establishes only the framework within which NMAEYC wishes its organization to operate. The purpose of these guidelines is to provide general direction so that employees can seek further clarification on issues related to the subject of acceptable standards of operation.

        An actual or potential conflict of interest occurs when an employee or Board member is in a position to influence a decision that may result in a personal gain for the employee, Board member, or for a relative of either as a result ofNMAEYC’s business dealings. For the purpose of this policy, a relative is any person who is related by blood or marriage, or whose relationship with the employee or Board member is similar to that of persons who are related by blood or marriage.

        No “presumption of guilt” is created by the mere existence of relationships with outside firms. However, if an employee or Board member has any influence on transactions involving purchases, contracts, or leases, it is imperative that he or she discloses to the organization as soon as possible the existence of any actual or potential conflict of interest so that safeguards can be established to protect all parties.

        Personal gain may result not only in cases where an employee, Board member, or relative has a significant ownership ina firm with which NMAEYC does business, but also when an employee, Board member, or relative receives anykickback, bribe, substantial gift, or special consideration as a result of any transaction of business dealings involvingNMAEYC.

        The materials, products, designs, plans, ideas, and data of NMAEYC are the property of NMAEYC, and should neverbe given to an outside firm or individual except through normal channels and with appropriate authorization. Any improper transfer of material or disclosure of information, even though it is not apparent that an employee or Boardmember has personally gained by such action, constitutes unacceptable conduct. Any employee or Board memberwho participates in such a practice shall be subject to disciplinary action, up to and including discharge.

        XIX.      SEXUAL HARASSMENT POLICY

        NMAEYC prohibits any employee, Board member, volunteer, or vendor from making sexual advances of a verbal or physical nature toward another employee, Board member, volunteer, or applicant for employment.

        All employees, Board members, volunteers, or vendors must be allowed to work in an environment free from unsolicited and unwelcome sexual overtures. Sexual harassment is defined as behavior that is unwelcome and personally offensive. It reduces morale, interferes with work productivity, impugns individual dignity, and is contrary to NMAEYC’s mission, vision, or principles.

        Some examples of sexual harassment are:

        Unwelcome or unwanted sexual advances. This includes patting, pinching, brushing up against, hugging, cornering, kissing, fondling, or any other similar physical contact considered unacceptable by another individual.

        Requests or demands for sexual favors. This includes subtle or blatant expectations, pressures, or requests for any typeof sexual favor accompanied by an implied or stated promise of preferential treatment or negative consequencesconcerning one’s employment.

        Verbal abuse or kidding that is sexually oriented and considered unacceptable by another individual. This includescomments about an individual’s body or appearance (where such comments go beyond a mere compliment); off-color jokes that are clearly unwanted; or any other tasteless sex-oriented comments, innuendoes, or offensive language.

        Any sexually oriented conduct that would unreasonably interfere with another’s work performance. This includesextending unwanted sexual attention to someone, which reduces personal productivity.

        Participation in fostering a work environment that is generally intimidating, hostile, or offensive because of unwelcomeor unwanted sexually orientated conversation, suggestions, requests, demands, physical contacts, or attention.

        Sexual harassment is a practice that demeans the individual being treated in such a manner. Consequently,NMAEYC will not tolerate sexual harassment of its applicants, employees, Board members, or volunteers by anyone. NMAEYC will, as necessary, take disciplinary action, up to and including termination, in accordance withthis policy to ensure that we meet our responsibilities to our employees, our Board members, our vendors and our volunteers.

        XX.     RELATIONSHIP WITH EXECUTIVE DIRECTOR AND STAFF

        The Board of directors hires, discharges, supports, supervises and evaluates annually the performance of the Executive Director (ED). He or she shall be ex-officio, non- voting member of the Board. The ED shall be responsiblefor the day-to-day administration of NMAEYC’s affairs and shall manage and direct all activities of the organization asprescribed by the Board. The Executive Director works closely with the Executive Committee and the Board to carry outBoard-established policies, procedures, and programs to effectively advance NMAEYC’s vision and mission. All administrative and management decisions made by the Executive Director must be made within the context of Board-adopted policies, and the Association’s vision, mission, values and beliefs, strategic direction, and approved budget.

        Agents and Employees of NMAEYC

        The ED shall have the power to hire and discharge agents and employees of the organization in accordance to personnel policies and shall oversee and direct their activities in carrying out the work of the organization. The EDwill follow HPIO best practices in hiring, managing, and evaluating staff. The ED shall perform such other duties as may be assigned to him or her from time to time by the Board.

        The ED shall not cause or allow any practice, activity, decision, or organizational circumstance that is either unlawful, imprudent, or in violation of commonly accepted business and professional ethics.

        With respect to the treatment of paid and volunteer staff, the ED may not cause or allow conditions that are unfair or undignified. Accordingly, he or she shall not (1) operate without written personnel policies that clarify personnel rules for staff and provide for effective handling of grievances and protect against wrongful conditions such as retaliation, nepotism, and grossly preferential treatment for personal reasons; and (2) discriminate against any staff member.

        The ED is the Board’s link to operational achievement and conduct, so that all authority and accountability of staff is considered the authority and accountability of the ED. Accordingly, the Board will never give instruction to persons who report directly or indirectly to the ED. The Board will refrain from evaluating, either formally or informally, any staff other than the ED. Any complaints orconcerns a Board member has regarding a staff member should be directed to the Executive Director.

        Board and Staff relationship

        From time to time, Board members work closely with staff on various projects related to the organization’sprograms. In these situations, Board members will act in a consultative capacity providing staff expertise and skill tohelp staff accomplish their tasks. Program projects and tasks are under the purview of the Executive Director. If Boardmembers have recommendations for changes, they should consult with the Executive Director and refrain fromgiving direct orders to staff. The Executive Director will provide clarity to both staff and Board members as to theroles of staff and Board members, the outcomes of the collaboration, deadlines, and track accountability.

        From time to time, staff will support Board members in their committee work. Board members will map out logistics with the Executive Director that outline the amount of time staff will dedicate to the committee work, the outcomes of the collaboration, the deadlines, and the role of the staff. Board members will track accountability and direct any concerns directly to the Executive Director.

        The Executive Director should be cc’d on any significant communication between staff and Board members relating to co-collaboration on projects and tasks, so that the Executive Director remains abreast of the projects and collaborations.

        Communication with Board and Staff

        It is the responsibility of the ED to keep the Board and staff informed about the operations of the organization and itsprograms. The ED shall communicate with the Board periodically submitting data and other relevant information to theBoard or required by the Board in a timely, accurate and understandable fashion. The ED will keep the Board aware ofrelevant trends, anticipated media coverage, and significant changes, and make recommendations for approval from theboard in order to keep programs thriving and the organization’s financial standing viable and sound. The ED shall communicate with the staff periodically about the organization’s vision/mission, goals, values, HPIO and other relevant Board-related initiatives plans via email, newsletter, monthly staff meetings, etc.

        Executive Director Evaluation

        The Executive Committee will prepare and conduct the Executive Director evaluation annually. The evaluation shouldtake place three months before the next fiscal year.

        The committee reviews with the ED the performance evaluation tool and sets objectives for the evaluation.

        • The ED provides a self-evaluation to the executive committee. The tool also allows staff to provideanonymous input/feedback on the executive director performance and will be provided to the executive committee. The executive committee presents the self-evaluation to the board at a board meeting.
        • The board is provided the performance evaluation tool and requested to fill out manually or electronically. The board evaluation tool should include performance measures aligned to the strategic plan.
        • At a board meeting the board can discuss ED performance, issues, concerns, and celebrations with/without ED present before filling out the evaluation tool. ED and Board evaluation results are subsequentlycompared and discussed at another board meeting and later the executive committee shares results with the ED.
        • The executive committee works with ED to set new FY measurable performance
        • The executive director can respond (in person or in writing) to the full
        • The review and the response (if there is one) are placed in the ED’s personnel file.
        • The executive committee will periodically review and review the ED job description and evaluation tool.

        Executive Director hiring and compensation

        A special committee will be created to research and make recommendations for the annual salary of the ExecutiveDirector.

        A special committee will be created to recruit, prepare interview questions, prepare resumes for Board review, set interview dates. Board will approve final candidates for interviewing. The special committee will follow HPIO guidelines for recruitment. The special committee will interview candidates. The committee will have broad representation of Board members, NAEYC members, and other professionals as appropriate. The committee will recommend the top three candidates for the board to do a follow up phone or zoom interview. The board will vote for the final candidate.

        Firing of the Executive Director

        If the Board or a Board member has strong reservations about whether the Executive Director’s performance is satisfactory, or there is evidence that the ED has committed egregious errors (e.g., embezzlement, unethical behavior,etc.), it should bring the issue forward to the President and subsequently at a closed board meeting for discussion. The Executive Committee will subsequently review the issues, review performance in accordance to job and work with the Executive Director to provide clarity in job duties and performance expectations and organizational policies. The Executive Committee will monitor ED progress until issues are resolved. If issues go unresolved, the following will occur:

        The Executive Committee will inform the President of ED performance issues and the Board will discuss the issuesat the next Board meeting in closed session. The Board will review relevant data. If warranted, a Board member cancall for a vote of “no confidence” in the Executive Director. If there is a majority vote, the Executive Committee willmonitor and work more closely with the director in a supervisory capacity. Beginning with letting the executivedirector know the extent of dissatisfaction on the board, the committee will document the problems and take steps toimprove the ED’s performance. If performance does not improve within a short, specified time (30 days or less), theExecutive Committee will inform the President and Board and provide all relevant information, and at a Boardmeeting, the Board should call for a vote to fire the ED. The board may choose first to have the President approach the director and suggest that a resignation would be welcomed.

        For egregious errors or unlawful conduct, the board will identify a special committee to immediately investigate thesituation and interview the ED, staff, constituents, and research other evidence. During the investigation, the ED maybe suspended with or without pay and an interim director assigned. The special committee will present their recommendation to the Executive Committee who will make a final recommendation to the Board. At a board meeting,the board will need a majority vote to fire the ED.

        XXI.      BOARD FUND-RAISING

        Board members are expected to be involved in fund-raising by using their personal and business connections whenappropriate, by soliciting funds when appropriate, by serving on fund-raising committees, and by attending fund-raising events. Board members should develop strategic fundraising goals and campaigns as part of the organization’s strategic planning.

        XXII.      COMPENSATION

        Board members shall serve without compensation. Board members shall be allowed reasonable reimbursement ofexpenses incurred in the performance of their duties, including attendance at Board authorized meetings and conferences.

        XXIII.      E-MAIL POLICY

        Meeting agendas, motions, and other information can be frequently distributed via an electronic distribution list of allcurrent Board members or can be housed in google docs or other online database for Board members to access.

        Email regarding NMAEYC business may not be forwarded without the explicit and written approval of the originator of the email.

        XXIV.    BOARD VOTING VIA E-MAIL

        The following procedure provides a method for distributing motions, discussions, and votes via e-mail. This procedure is not intended to replace a regular meeting of the Board of Directors and should be used in rare situations.

        For issues requiring Board of Directors decisions or actions that could not be completed at scheduled meetings, orwhich the President feels would require resolution before the next scheduled Board meeting, the following procedures will be followed:

        Any Board member may make a motion. The person initiating the motion must prepare the motion and discussion and have a previously arranged a “second”, who will be cited in the e-mail. The initiator sends the motion anddiscussion to the President, who will distribute the motion.

        The e-mail from the President to the Board will call for “discussion.” Depending upon the time frame required for a decision, the President will define how much time is permitted for discussion (usually one week), the date when voting will begin, and the date when voting will be completed. All comments and responses to the motion shouldbe sent via “reply all” to the distribution list. The actual vote on the motion will be captured via SurveyMonkey. A link to the voting survey will be attached in the e- mail.

        E-mail voting will follow Robert’s Rules of Order and have three choices: Yes, No, and Abstain. If more than 50% vote yes, the motion carries.

        The Secretary will have access to the voting results and send notice to the board. The Secretary will record the vote in theminutes in the meeting notes of the next Board meeting.

        XXV.      NOMINATION & ELECTION POLICIES

        The Executive Committee is charged to work with the Board in the selection of candidates for NMAEYC’s Governing Board election. Board members and the Executive Committee actively participate in identifying qualified potential members to receive information about serving on the NMAEYC Governing Board and an application for their consideration.

        The Executive Committee is required to recommend a slate preferably with a minimum of two candidates for eachoffice or position.

        Criteria to guide selection of candidates

        The following goals guide the development of a slate of candidates who individually and as a group reflect (in order of priority):

        High-quality leadership with commitment and contributions to the early childhood field.

        1. Understanding of NMAEYC’s mission, vision, and goals.
        2. Broad knowledge and awareness of issues facing the field and ability to conceptualize the appropriate role for the Association;
        3. Strong interpersonal skills with ability to objectively consider various perspectives to guidemajor policy decisions of the Association;
        4. Expertise in special areas needed by NMAEYC, including knowledge of governance and group functioning; association management skills; knowledge of and /or experiences in NMAEYC’s affiliate structure.
        5. Multiple perspectives of the variety of the professional roles held by NMAEYC’s members;
        6. The ability to be a spokesperson on behalf of NMAEYC and its vision/mission; and
        7. Time necessary to provide necessary vision and leadership to serve effectively as a Governing Board member.

        NMAEYC seeks to be continually informed by the wisdom of diversity and to become a more high-performing, inclusive organization. As such, the Association is committed to maintaining a Board composition reflecting diversity in ethnicity, professional experience, gender, age, and geographic area.

        All candidates must be current members of NMAEYC at any level.

        Deadlines for Receipt of Suggestions for Nomination

        The deadline for suggestions of potential candidates shall be Feb. 1st. This deadline may be extended by the Executive Committee in cases where the committee must seek additional and/or otherwise qualified individuals forconsideration.

        Solicitation of Potential Candidates:

        Potential candidates shall be solicited in the following ways:

        Announcements in NMAEYC web site, beginning in January of the year preceding the election year, includingselection criteria and responsibilities of the positions to be elected. Members are encouraged to recruit other memberswhom they believe possess the skills and qualities described and who would be qualified, to submit an application.Individuals may submit an application for consideration to the committee at any time. The application will be throughSurveyMonkey and hosted on the NMAEYC web site.

        Selection of Slate

        1. The Executive Committee shall formulate a slate to present for Board
        2. Board members will vote upon the slate of officers via e-mail. All candidates will be notified in writing regarding their candidacy prior to March Conference.
        3. The official slate will be announced at the Conference and announced on the NMAEYC web site by April

        Eligibility for Voting

        Individuals who are members in good standing on the NMAEYC membership list are eligible to vote in the yearly election.

        Election Procedures:

        The slate of officers and board members shall be presented to the membership in e- mail blast and on the website right before the conference, accompanied by written statements from each candidate. Members will vote via SurveyMonkey link and provided a deadline.

        Announcement of Election Results

        All candidates shall be notified in writing of the election results.

        The Board shall be notified of the election results simultaneously with the candidates.

        The membership shall be informed of the election results by an e-mail blast and on the website.

        In Case of a Tie:

        The Board will vote to break the tie.

        Election Cycle and Board Member Tenure

        Please see Appendix II.

        XXVI.    Whistleblower and Anti-Fraud Policy

        The NMAEYC Code of Ethics requires the Board, officers, and employees of NMAEYC to observe the highest standards of business and personal ethics in the conduct of their duties and responsibilities.

        The purpose of this policy is to promote consistent, legal, and ethical behavior and to provide all members of the Governing Board, committees, advisory and accreditation bodies and volunteers with procedures for reportingunethical, illegal, or fraudulent behavior conducted by the NMAEYC members of the Governing Board and otheremployees, vendors, consultants, affiliated organizations or others that have a relationship with NMAEYC. Unethical,illegal, or fraudulent situations may pertain to:

        • Fraudulent or negligent accounting
        • Misappropriation or misuse of resources/funds
        • Conflicts of interest
        • Breaches of confidentiality
        • Harassment or discrimination
        • Safety or security hazards
        • Theft
        • Falsifying documents or records

        All representatives of NMAEYC must practice integrity in fulfilling their responsibilities and comply not only with all applicable laws and regulations, but also with all approved NMAEYC policies and procedures. NMAEYC staffare expected to comply with the NMAEYC staff Whistleblower and Anti-Fraud Policy and procedure set forth in the NMAEYC Personnel Policies Handbook.

        Anyone may report a complaint or grievance breach to either the President, or a member of the ExecutiveCommittee. The complaint must be in writing and can be anonymous. The President will take the complaint to the Executive Committee which will determine the next course of action.

        Submitting a Complaint Other than through the Whistleblower and Anti-Fraud Policy

        Complaints concerning the conduct of Board members or Board candidates may be made and transmitted in any manner by any person (“Complainant”) to the NMAEYC Board President or the NMAEYC Executive Director. Complaints concerning the President should be made to the NAEYC Past President or President Elect or Executive Director.

        All complaints received by any person other than the President or Executive Director should be immediately directed orforwarded to one of them, or the President Elect or Past President in the event of a complaint concerning the President (insuch cases, the President Elect will carry out the duties of the President in these procedures). The Executive Committeewill present Complaints to Board for review.

        All complaints must be in writing, and must contain the Complainant’s signature and contact information, including current email address and telephone number.

        All complaints will be kept confidential.

        Reporting Responsibility

        It is the responsibility of all members of the NMAEYC Board, committees, advisory and accreditation bodies and volunteers, to comply with this policy above and to report suspected violations of fraud, theft, illegal activity, or other unethical activity.

        No Retaliation

        No NMAEYC representative who in good faith reports a violation of this policy will suffer any form of retaliation or adverse consequence. NMAEYC employees or representatives who retaliate against someone who has reported a violation in good faith are subject to discipline up to and including termination of employment or suspension or removal in the case of members of the Board, committees, advisory and accreditation bodies. This policy is intended to encourage and enable representatives and others to raise serious concerns within NMAEYC prior to seeking resolution outside of NMAEYC.

        XXVI.    Equal Opportunity Policy

        NMAEYC provides equal opportunity to all volunteers and qualified employees as well as applicants foremployment or volunteer service without regard to race, color, religion, sex, national origin, age, marital status,personal appearance, sexual orientation, gender identity or expression, spousal affiliation, serious medical condition,national origin, ancestry, familial status, family responsibilities, matriculation, political affiliations, physical or mentaldisability, source of income, place of residence or business, or any other basis protected by federal, state, or local law.

        XXVII.    Anti-Harassment and Anti-Bullying Policy

        Each volunteer, staff, board member is responsible for ensuring that NMAEYC provides experiences that are free from harassment, and volunteers may be disciplined, up to and including termination, for any violation of this policy. This is a zero-tolerance policy.

        Anti-Harassment Policy

        Harassment is defined as unwelcome verbal, written or physical conduct relating to another person’s race, color,religion, sex, national origin, age, marital status, personal appearance, sexual orientation, gender identity or expression,familial status, family responsibilities, matriculation, political affiliations, physical or mental disability, source ofincome, place of residence or business, or any other basis prohibited by federal, state, or local law.

        Harassment includes, but is not limited to the following examples:

        • Epithets, slurs, or negative stereotyping
        • Threats
        • Intimidating or hostile acts
        • Denigrating jokes
        • Displays of written or graphic material that denigrates or shows hostility or aversion toward an individual or group
        • Bullying (see Anti-Bullying Policy)

           Anti-Bullying Policy

          NMAEYC will not tolerate bullying. Bullying is defined as aggression, intimidation, or abuse against a coworker,including subordinates, whether direct or indirect, and may be verbal, physical, or electronic (cyber-bullying). Boardmembers found in

          violation of this policy will be subject to the procedures for responding to concerns of Board member conduct.

          XXVIII.     Executive Committee

          The Executive Committee will serve as the first point of contact for issues arising in between meetings of the Board andto make decisions on issues that cannot be delayed until the next regularly scheduled Board meeting. When suchinterim decisions are required, the Executive Committee will determine:

          1. if other Board members need to be involved (full Board or Committee of the Board); and
          2. the appropriate mechanism for involvement (inform by e-mail, mail, phone, or poll by conference call/individual calls/mail/e-mail).

          The Executive Committee will:

          1. evaluate proposals for new, changed, or expanded initiatives and prepare reports/recommendations forfull Board action for purposes of making both short-and long-range decisions that are congruent with one another, prioritized appropriately to the Association’s mission, and feasible for successful implementationgiven the available
          2. Review financial reports and procedures and review recommendations from the Finance Committee.
          3. Prepare and conduct annual performance evaluations of NMAEYC’s Executive

          Director and for the approval and review of the Board.

          1. On rare occasion, the committee will have the authority to make financial decisions or purchases on behalfof the board that do not exceed $1,500 due the immediate nature of the decision or The committeewill disclose those decisions as soon as possible to the Board.
          2. Prepare personnel and other organizational policies for Board The Executive Committeewill not without the approval of the full Board:
            1. Hire or terminate employment of the Executive
            2. Extend the employment of the Executive
            3. Approve compensation of the Executive Director; or
            4. Amend or remove this

          XXVIX. Board Member Giving Policy

          To demonstrate our commitment to our mission and to reach our annual fund-raising goal, board members agree thatthey must first make a gift themselves. This policy is intended to ensure that every board member supports NMAEYCwith an annual personal donation, as well as engages, develops, and spearheads other types of in-kind and financial donations.

          Individual Board Member financial giving/contribution is essential for the following reasons:

          1.          100% board giving adds integrity to the fundraising process.

          1. How else can the NMAEYC staff and board team go out into the community with anyintegrity to ask for financial support?
          2. How can NMAEYC ask others for financial support if its own leadership is not financially supportive?

          2.          Board members are taking a firm stand behind their organization.

          1. When board members give at 100% (i.e., all board members give something financially) they are making a proud statement to the community. They are saying:
            1. “We stand behind NMAEYC– every single one of us. ”
            2. “We believe in the mission – and we proudly support it financially.”

          3.          Board members lead by example.

          1. The behavior of NMAEYC board members sets an example to the rest of the community.
            1. To NMAEYC’s donors, to its volunteers and staff, and to the entire world.

          4.          Many funders insist on 100% board giving.

          1. They want to see the entire board stepping up proudly to support their organization.
            1. If the full board is not financially supportive, then the funder might back off.
            2. Without 100% board commitment, it indicates weak leadership to the funder.
            3. Many grants require that a nonprofit have 100% board giving.

            5.          Board members are legal custodians of NMAEYC’s mission.

            1. Board members who dodge their personal giving responsibility are ignoring their role as legal guardians of the organization.
            2. The board members themselves are the highest legal authority for the organization. In a sense, they “own” the organization. From the legal perspective, they are the official custodians of the mission.

            Board giving is distinct and in addition to attending special events or otherwise participating in NMAEYC’s activities,such as volunteering on NMAEYC committees, volunteering at the conference, etc.

            With the above in mind, NMAEYC board members will set a board-giving, in-kind, and/or donation goal as part of the annual budget approval process. Monthly financial reports will include an update on board giving.

            Board members agree to the following: 

            1. Each board member is expected to support NMAEYC by:
              1. Making an annual, unrestricted cash This donation is expected to be given to the best of eachboard member’s means and at a level each member would consider generous and impactful and to bepaid in full by December 31 of the current fiscal year.
              2. Attend and promote as many NMAEYC program and fundraising events as possible.
              3. Help secure additional resources (e.g., sponsorships, exhibitors, volunteers, foundation funding, corporate gifts, planned gifts, etc.)
              4. To open doors with the intent to create new relationships on behalf of the organization

            Additionally, each board member commits to the following:

            1. Work toward collecting, soliciting, acquiring, etc., the financial or in- kind support of at least $1,000 toNMAEYC each fiscal year in addition to his or her personal financial contribution.
              1. Examples of financial support
                1. Cash donations
              2. Examples of in-kind donations
                1. Financial securities that can be traded on the open market and converted to cash
                2. Free or discounted use of facilities
                3. Office furniture, equipment, and supplies
                4. Computer hardware and software
                5.  Goods and use of property (e.g., vacation rentals) for re-sale
                6. Items to be used in auctions, fundraisers, and other events
                7. Specialized services (accounting, graphic design, HR, legal, craft/food, plumbing, carpentry)

             

            Please see NMAEYC in-kind examples of what you can strive to collect or have donated for  NMAEYC:https://docs.google.com/document/d/1mbZl2Oc57nZYUB4rcN20jVll3yye_qV-    BKe5SI7CNLw/edit?usp=sharing

            Appendix 1: Board Terms, Length, and Election Years

             

            Appendix 3.

            Statement of Commitment as a High‐ Performing, Inclusive Organization https://www.naeyc.org/sites/default/files/wysiwyg/user-78/expanded_statement_of_commitment_as_a_hpio.pdf

            BOARD MEMBER GIVING POLICY

            To demonstrate our commitment to our mission and to reach our annual fund-raising goal, board members agree that they must first make a gift themselves. This policy is intended to ensure that every board member supports NMAEYC with an annual personal donation, as well as engages, develops, and spearheads other types of in-kind and financial donations.

            Individual Board Member financial giving/contribution is essential for the following reasons:

            1.            100% board giving adds integrity to the fundraising process.

            1. How else can the NMAEYC staff and board team go out into the community with any integrity to ask for financial support?
            2. How can NMAEYC ask others for financial support if its own leadership is not financially supportive?

            2.            Board members are taking a firm stand behind their organization.

            1. When board members give at 100% (i.e., all board members give something financially) they are making a proud statement to the community. They are saying:
              1. “We stand behind NMAEYC– every single one of us. ”
              2. “We believe in the mission – and we proudly support it financially.”

            3.            Board members lead by example.

            1. The behavior of NMAEYC board members sets an example to the rest of the
              1. To NMAEYC’s donors, to its volunteers and staff, and to the entire world.

            4.            Many funders insist on 100% board giving.

            1. They want to see the entire board stepping up proudly to support their organization.
              1. If the full board is not financially supportive, then the funder might back off.
              2. Without 100% board commitment, it indicates weak leadership to the funder.
              3. Many grants require that a nonprofit have 100% board giving.

              5.            Board members are legal custodians of NMAEYC’s mission.

              1. Board members who dodge their personal giving responsibility are ignoring their role as legal guardians of the organization.
              2. The board members themselves are the highest legal authority for the In a sense, they “own” the organization. From the legal perspective, they are the official custodians of the mission.

              Board giving is distinct and in addition to attending special events or otherwise participating in NMAEYC’s activities, such as volunteering on NMAEYC committees, volunteering at the conference, etc.

              With the above in mind, NMAEYC board members will set a board-giving, in-kind, and/or donation goal as part of the annual budget approval process. Monthly financial reports will include an update on board giving.

              Board members agree to the following:

              1. Each board member is expected to support NMAEYC by:
                1. Making an annual, unrestricted cash This donation is expected to be given to the best of each board member’s meansand at a level each member would consider generous and impactful and to be paid in full by December 31 of the current fiscal year.
                2. Attend and promote as many NMAEYC program and fundraising events as possible.
                3. Help secure additional resources (e.g. sponsorships, exhibitors, volunteers, foundation funding, corporate gifts, planned gifts, etc.)
                4. To open doors with the intent to create new relationships on behalf of the organization.

              Additionally, each board membercommits to the following:

                1. Work toward collecting, soliciting, acquiring, , the financial or in-kind support of at least $1,000 to NMAEYC each fiscal yearin addition to his or her personal financial contribution.
                  1. Examples of financial support
                    1. Cash donations
                  2. Examples of in-kind donations
                    1. Financial securities that can be traded on the open market and converted to cash
                    2. Free or discounted use of facilities
                    3. Office furniture, equipment, and supplies
                    4. Computer hardware and software
                    5. Goods and use of property (e.g., vacation rentals) for re-sale
                    6. Items to be used in auctions, fundraisers, and other events
                    7. Specialized services (accounting, graphic design, HR, legal, craft/food, plumbing, carpentry)

              NMAEYC: Sample In-Kind Donations

              For the fiscal year              my contribution toward the support of NMAEYC will be

              1. Personal contribution ( ) $20 ( ) $40 ( ) $60 ( ) $100 ( ) Other $ ___________
                1. Please indicate:
                  1. ( ) Check enclosed ( ) Check(s) will be sent on the following date(s): ________
                  2. Please send me a reminder notice on ________________
              1. My company will match (if applicable) $_________________
              2. Special events are important to I will participate in (check all that apply):
                1. ( ) Planning events (e.g., Annual Conference, fundraising, Public Policy Institute, )
                2. ( ) In-kind (not inclusive of board meetings, e.g., committee work, presenting workshops, volunteering at conferenceand other events, and NMAEYC activities)
                3. ( ) Encouraging others to attend NMAEYC activities.
                4. ( ) Other ____________________________________
              3. I can assist with fundraising outreach to the following foundations (please list if applicable):
                1. Businesses ___________________________________
                2. Corporations _________________________________
                3. Individuals __________________________________
                4. Agencies/organizations __________________________
                5. Other ______________________________________
              4. I can provide/identify in-kind resources/services
                1. ( ) computer equipment, office supplies, furniture, volunteers, vehicles, tickets, professional services (e.g., public relations, web/design/print, legal, accounting, etc.) _________________________________________________________________________________________
                2. ( ) Other _______________________________________________________________________________________________

              Each board member will get a copy of this policy.

              Signature of Board Member:

              __________________________________________

               __________________________________________

              Name

               _________________________

              Date

               

               

               

               

              Approve April 2020

              NMAEYC EVENT CODE OF CONDUCT
               NMAEYC is committed to providing a professional, collegial, supportive, respectful, friendly, safe and welcoming environment for all participants and NAEYC staff regardless of a person’s race, color, ethnicity, national origin, citizenship status, age, religion, disability status, gender, gender identity, sexual orientation, genetic information, physical appearance, or other characteristic (“personal characteristics”) and any other legally protected classes. 
              Participants are limited to people 18 years and older. All participants, including, but not limited to attendees, speakers, volunteers, exhibitors, sponsors, NMAEYC staff, service providers and others are expected to comply with this Event Code of Conduct. NMAEYC expects participants and speakers to uphold the professional and educational purposes of NMAEYC and its events by respecting the rights, privacy, safety, and dignity of everyone. 
              Expected behavior: 
              • All participants are treated with respect and consideration, valuing a diversity of views and opinions 
              • Strive for inclusive, transparent, and open communication 
              • Be considerate, respectful, and collaborative in speaking and listening 
              • Do not appropriate knowledge shared during this meeting or future collaborations 
              • Acknowledge the contributions of others 
              • Respect the rules and policies of the Event 
              • Comply with the safety protocols prescribed by NMAEYC and venues including protocols in place for COVID-19 
              • Respect all participants’ personal choices with respect to wearing a mask even if others do not wear one 
              • Participants will not bring any children under the age of 18 into the Event including the exhibit hall and session areas, unless previous permission by the executive director, Alicia Borrego, has been given. 
              • To promote a safe community space of open conversation, attendees must refrain from photography, audio, and video recording in session rooms, unless granted permission by the presenter. 
              Unacceptable behavior: 
              Unacceptable behavior will not be tolerated during any portion the Event. Unacceptable behavior includes but is not limited to: 
              • Intimidating, harassing, abusive, discriminatory, derogatory or demeaning speech or actions. 
              • Individual attacks on others 
              • Harmful or prejudicial verbal or written comments or visual images related to gender, sexual orientation, race, religion, disability or other personal characteristics, including those protected by law 
              • Real or implied threat of professional or financial damage or harm 
              • Inappropriate or repeated disruption of meetings or events 
              • Deliberate intimidation of others 
              • Presentations, postings, and messages should not contain promotional materials, special offers, job offers, product announcements, or solicitation for services. NMAEYC reserves the right to remove such messages and potentially ban sources of those solicitations 
              Reporting harassment to NMAEYC: Report harassment and disruptive behaviors to NMAEYC staff at conference@nmaeyc.org.
              Violation of this Policy, as determined by NMAEYC in its sole discretion, is grounds for any action that NMAEYC deems appropriate, including but not limited to warning the offender, denying the offender access to an NMAEYC Event and restrictions from future NMAEYC meetings and events. NMAEYC reserves the right to take whatever action it, in its sole discretion, deems appropriate, with respect to the investigation of any matters related to this Policy. 
              NMAEYC EVENT SAFETY POLICY as of May 23, 2023 
              In keeping with the Association’s duty of care and our responsibility as an event host, NMAEYC is guided by recommendations from the Centers for Disease Control and Prevention (‘CDC’) and will abide by the legal mandates of the State of New Mexico at the time of the 2024 Annual Conference (‘Event’).  All participants are STRONGLY encouraged to (1) stay ‘up to date’ with their COVID-19 vaccinations including any boosters, and (2) obtain a negative COVID-19 PCR test or rapid antigen test prior to attending the Event.  Coming together has numerous benefits, not the least of which are solidifying and showing care for our community. By attending the Event, participants accept responsibility to act in the best interests of their health, the health of others who attend, and the communities to which they will return after the Event.  As such, participants will: 
              NMAEYC reserves the right to update this safety policy should the State of New Mexico COVID-19 community level change. When the community level is ‘high,’ the CDC recommends that people wear masks for all indoor events. We ask that all attendees respect participants’ personal choices with respect to wearing a mask even if others do not wear one. Harassment of any kind will not be tolerated.  NMAEYC will continue to monitor and update safety precautions for the Event and coordinate with trusted national resources, state and local public health agencies, and venues. NMAEYC reserves the right to modify these policies and procedures at any time.  Date: May 23, 2023 
              ACKNOWLEDGEMENT, WAIVER AND RELEASE 
              NMAEYC is committed to creating a safe and healthy environment for all of our attendees, presenters, exhibitors, and staff. However, while vaccinations, negative COVID tests, observance of safety protocols, and exercise of personal discipline may reduce risk, an inherent risk of exposure to COVID-19 does remain in any public place where people are present. Accordingly, you agree to the following: 
              1. I understand that COVID-19 is an extremely contagious disease that can lead to severe illness and death. I acknowledge my own desire and choice to travel to and participate in the Event, and I assume responsibility for my own well-being and accept the risk of being exposed to, contracting, and/or spreading COVID-19 in order to attend. 
              2. Specifically, as a condition of NMAEYC allowing my participation in this event, I assume all risks and accept sole responsibility for any injury (including, but not limited to, personal injury, disability, and death), illness, damage, loss, claim, liability, or expense of any kind that I may experience in connection with attending, and I hereby waive, release, covenant not to sue, and hold harmless NMAEYC, its affiliates, and their respective employees, agents, contractors, and representatives from any claims, liabilities, actions, damages, costs, or expenses of any kind arising out of or relating thereto. 
              3. I agree to follow all instructions and safety precautions provided by NMAEYC, venues, and any governing authorities during my attendance at the event including the Event Safety Guidelines listed above. I understand and agree that my failure to do so may result in my being excluded from the Event without refund, reimbursement, or other remuneration. 
              4. I understand that the Code of Conduct precludes children under the age of 18 from entering the Event space including the exhibit hall and session areas. I assume all risks and accept sole responsibility for any injury (including, but not limited to, personal injury, disability, and death), illness, damage, loss, claim, liability, or expense of any kind that may arise from allowing any child under the age of 18 in the Event space including the exhibit hall and session areas. I hereby waive, release, covenant not to sue, and hold harmless NMAEYC, its affiliates, and their respective employees, agents, contractors, and representatives from any claims, liabilities, actions, damages, costs, or expenses of any kind arising out of or relating thereto. 
              GENERAL CONSENT AND RELEASE FOR USE OF IMAGE
              By agreeing to the General Consent and Release for Use of Image you consent to, NMAEYC, or anyone authorized by NMAEYC, to record and use, as NMAEYC may desire in its sole and absolute discretion, all recording and reproductions or depictions of such exhibitor’s, or attendee’s name, likeness, voice, persona, words, actions, and/or biography, which NMAEYC may make, including without limitation the right for NMAEYC, or anyone authorized by NMAEYC, to use such recordings, reproductions, or depictions in or in connection with any legitimate purposes, including for advertising, publicity, trade, and editorial purposes, at any time in the future in all media now known or hereafter developed, throughout the world. 
              NMAEYC photographers, videographers, and conference staff greatly appreciate your cooperation in this matter. 
              CÓDIGO DE CONDUCTA DEL EVENTO NMAEYC
              NMAEYC se compromete a brindar un ambiente profesional, colegiado, solidario, respetuoso, amigable, seguro y acogedor para todos los participantes y el personal de NAEYC, independientemente de la raza, color, origen étnico, origen nacional, estado de ciudadanía, edad, religión, estado de discapacidad o género de la persona. , identidad de género, orientación sexual, información genética, apariencia física u otra característica (“características personales”) y cualesquiera otras clases legalmente protegidas.
              Los participantes están limitados a personas mayores de 18 años. Se espera que todos los participantes, incluidos, entre otros, asistentes, oradores, voluntarios, expositores, patrocinadores, personal de NMAEYC, proveedores de servicios y otros, cumplan con este Código de conducta del evento. NMAEYC espera que los participantes y oradores defiendan los propósitos profesionales y educativos de NMAEYC y sus eventos respetando los derechos, la privacidad, la seguridad y la dignidad de todos.
              Comportamiento esperado:
              • Todos los participantes son tratados con respeto y consideración, valorando la diversidad de puntos de vista y opiniones.
              • Luchar por una comunicación inclusiva, transparente y abierta
              • Sea considerado, respetuoso y colaborativo al hablar y escuchar.
              • No apropiarse del conocimiento compartido durante esta reunión o colaboraciones futuras.
              • Reconocer las contribuciones de los demás.
              • Respetar las reglas y políticas del Evento
              • Cumplir con los protocolos de seguridad prescritos por NMAEYC y los lugares, incluidos los protocolos vigentes para COVID-19.
              • Respetar las decisiones personales de todos los participantes con respecto al uso de una máscara, incluso si otros no la usan.
              • Los participantes no traerán niños menores de 18 años al Evento, incluida la sala de exposiciones y las áreas de sesiones, a menos que se haya otorgado el permiso previo de la directora ejecutiva, Alicia Borrego.
              • Para promover un espacio comunitario seguro de conversación abierta, los asistentes deben abstenerse de tomar fotografías, grabar audio y video en las salas de sesiones, a menos que el presentador les otorgue permiso.
              Comportamiento inaceptable:
              No se tolerará ningún comportamiento inaceptable durante ninguna parte del Evento. El comportamiento inaceptable incluye, entre otros:
              • Discursos o acciones intimidantes, acosadoras, abusivas, discriminatorias, despectivas o degradantes.
              • Ataques individuales a otros.
              • Comentarios verbales o escritos o imágenes visuales dañinos o perjudiciales relacionados con el género, la orientación sexual, la raza, la religión, la discapacidad u otras características personales, incluidas aquellas protegidas por la ley.
              • Amenaza real o implícita de daño o perjuicio profesional o financiero
              • Interrupción inapropiada o repetida de reuniones o eventos.
              • Intimidación deliberada de otros.
              • Las presentaciones, publicaciones y mensajes no deben contener materiales promocionales, ofertas especiales, ofertas de trabajo, anuncios de productos ni solicitudes de servicios. NMAEYC se reserva el derecho de eliminar dichos mensajes y potencialmente prohibir las fuentes de esas solicitudes.
              Denunciar acoso a NMAEYC: Informe acoso y conductas disruptivas al personal de NMAEYC en Conference@nmaeyc.org.
              La violación de esta Política, según lo determine NMAEYC a su exclusivo criterio, es motivo para cualquier acción que NMAEYC considere apropiada, incluidas, entre otras, advertir al infractor, negarle el acceso a un evento de NMAEYC y restricciones de futuras reuniones y eventos de NMAEYC. NMAEYC se reserva el derecho de tomar cualquier acción que, a su entera discreción, considere apropiada, con respecto a la investigación de cualquier asunto relacionado con esta Política.
              POLÍTICA DE SEGURIDAD DEL EVENTO NMAEYC a partir del 23 de mayo de 2023
              De acuerdo con el deber de cuidado de la Asociación y nuestra responsabilidad como anfitrión del evento, NMAEYC se guía por las recomendaciones de los Centros para el Control y la Prevención de Enfermedades (“CDC”) y cumplirá con los mandatos legales del Estado de Nuevo México en ese momento. de la Conferencia Anual de 2024 (“Evento”).
              Se recomienda ENCARECIDAMENTE a todos los participantes que (1) se mantengan “al día” con sus vacunas contra el COVID-19, incluidos los refuerzos, y (2) obtengan una prueba de PCR de COVID-19 negativa o una prueba rápida de antígenos antes de asistir al Evento.
              Unirse tiene numerosos beneficios, uno de los cuales es solidificar y mostrar interés por nuestra comunidad. Al asistir al Evento, los participantes aceptan la responsabilidad de actuar en el mejor interés de su salud, la salud de los demás asistentes y las comunidades a las que regresarán después del Evento.
              Como tal, los participantes:
              • Siga la guía de los CDC, ‘Aislamiento y precauciones para personas con (o expuestas a) COVID-19’
              • No participar con síntomas de COVID-19, que se encuentran en https://www.cdc.gov/coronavirus/2019-ncov/your-health/isolation.html
              • Salga del evento si se desarrollan síntomas de COVID-19
              NMAEYC se reserva el derecho de actualizar esta política de seguridad en caso de que cambie el nivel comunitario de COVID-19 del estado de Nuevo México. Cuando el nivel comunitario es “alto”, los CDC recomiendan que las personas usen máscaras para todos los eventos en interiores. Pedimos que todos los asistentes respeten las decisiones personales de los participantes con respecto al uso de una máscara, incluso si otros no la usan. No se tolerará acoso de ningún tipo.
              NMAEYC continuará monitoreando y actualizando las precauciones de seguridad para el Evento y coordinará con recursos nacionales confiables, agencias de salud pública estatales y locales y lugares. NMAEYC se reserva el derecho de modificar estas políticas y procedimientos en cualquier momento.
              Fecha: 23 de mayo de 2023
              RECONOCIMIENTO, RENUNCIA Y LIBERACIÓN
              NMAEYC se compromete a crear un entorno seguro y saludable para todos nuestros asistentes, presentadores, expositores y personal. Sin embargo, si bien las vacunas, las pruebas de COVID negativas, el cumplimiento de los protocolos de seguridad y el ejercicio de la disciplina personal pueden reducir el riesgo, existe un riesgo inherente de exposición al COVID-19 en cualquier lugar público donde haya personas presentes. En consecuencia, usted acepta lo siguiente:
              1. Entiendo que COVID-19 es una enfermedad extremadamente contagiosa que puede provocar enfermedades graves y la muerte. Reconozco mi propio deseo y elección de viajar y participar en el Evento, asumo la responsabilidad de mi propio bienestar y acepto el riesgo de estar expuesto, contraer y/o propagar COVID-19 para poder asistir.
              2. Específicamente, como condición para que NMAEYC permita mi participación en este evento, asumo todos los riesgos y acepto la responsabilidad exclusiva por cualquier lesión (incluidas, entre otras, lesiones personales, discapacidad y muerte), enfermedad, daño, pérdida, reclamo, responsabilidad o gasto de cualquier tipo que pueda experimentar en relación con la asistencia, y por la presente renuncio, libero, me comprometo a no demandar y eximo de responsabilidad a NMAEYC, sus afiliados y sus respectivos empleados, agentes, contratistas y representantes de cualquier reclamo. , responsabilidades, acciones, daños, costos o gastos de cualquier tipo que surjan de o estén relacionados con los mismos.
              3. Acepto seguir todas las instrucciones y precauciones de seguridad proporcionadas por NMAEYC, los lugares y las autoridades gobernantes durante mi asistencia al evento, incluidas las Pautas de seguridad para eventos enumeradas anteriormente. Entiendo y acepto que no hacerlo puede resultar en mi exclusión del Evento sin reembolso, reembolso u otra remuneración.
              4. Entiendo que el Código de conducta impide que niños menores de 18 años ingresen al espacio del evento, incluida la sala de exposiciones y las áreas de sesiones. Asumo todos los riesgos y acepto la responsabilidad exclusiva por cualquier lesión (incluidas, entre otras, lesiones personales, discapacidad y muerte), enfermedad, daño, pérdida, reclamo, responsabilidad o gasto de cualquier tipo que pueda surgir al permitir que cualquier niño menores de 18 años en el espacio del evento, incluida la sala de exposiciones y las áreas de sesiones. Por la presente renuncio, libero, me comprometo a no demandar y exonero de responsabilidad a NMAEYC, sus afiliados y sus respectivos empleados, agentes, contratistas y representantes de cualquier reclamo, responsabilidad, acción, daño, costo o gasto de cualquier tipo que surja de o relacionados con el mismo.
              CONSENTIMIENTO GENERAL Y LIBERACIÓN PARA EL USO DE LA IMAGEN
              Al aceptar el Consentimiento general y la Autorización para el uso de la imagen, usted acepta que NMAEYC, o cualquier persona autorizada por NMAEYC, grabe y use, según lo desee NMAEYC a su entera y absoluta discreción, todas las grabaciones, reproducciones o representaciones de dichos expositores, o el nombre, imagen, voz, personalidad, palabras, acciones y/o biografía del asistente, que NMAEYC puede realizar, incluido, entre otros, el derecho de NMAEYC, o cualquier persona autorizada por NMAEYC, a utilizar dichas grabaciones, reproducciones o representaciones en o en conexión con cualquier propósito legítimo, incluyendo publicidad, fines publicitarios, comerciales y editoriales, en cualquier momento en el futuro en todos los medios ahora conocidos o desarrollados en el futuro, en todo el mundo.
              Los fotógrafos, camarógrafos y personal de conferencias de NMAEYC aprecian enormemente su cooperación en este asunto.

               

              NMAEYC is now a virtual organization!

              Mailing address:
              1933 San Mateo Blvd NE #258
              Albuquerque, NM 87110

              PHONE: 505 264 5464
              info@nmaeyc.org

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