MT District LWML Bylaws and MT Manual

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Montana District LWML Bylaws Adobe PDF of the Bylaws - with links to more specific information from the Montana Manual. The links to information in the Montana Manual will appear in a link colored as follows:MT Manual Also, please note: Information showing in the MT District Bylaws has a white background and information you see from the MT Manual has a colored background. Links to individual forms will appear as in a colored box similar to the following (which is a link to many LWML forms): Link to compiled MT District LWML Forms The following is a link to the MT District Officers: Current MT District LWML Officers Table of Contents Article I Structure Article II Object Article III Members Individual Membership Application Society Officer Election Report Article IV Elected Officers Article V Pastoral Counselors, MT Manual Article VI Duties of the elected Officers President, MT Manual Vice-Presidents Christian Life, Communication, Gospel Outreach, Human Care, Servant Resources Recording Secretary, MTManual Treasurer, MT Manual Treasurer, MT Manual Chairman of the Nominating Committee, MT Manual Article VII Board of Directors Article VIII Executive Committee Article IX Appointed Officers and District Committees Archivist/Historian, MT Manual Corresponding Secretary, MT Manual Editor, MT Manual Financial Secretary, MT ManualSociety Annual Report Parliamentarian, MT Manual Scholarship Chairman, MT Manual Structure Chairman, MT Manual Young Woman Chairman, MT Manual Christian Life Committee Gospel Outreach Committee Human Care Committee LWR Forms Servant Resources Committee Nominating Committee Scholarship Committee Structure Committee Young Woman Representative Committee YWR Application YWR Information Officer Teller and Projects Teller Committees Teller Report Form Resolutions Committee Article X Convention Representation District LWML Convention National LWML Convention Article XI Publications Article XII Finances District Voucher, Zone Voucher, Zone Rally Rpt. Instructions,Zone Rally Report Article XIII Mission Grants, MT Grant Proposal, Guidelines, Reviewing Grants, Nat. Grant, Honorariums Article XIV Parliamentary Authority Article XV Amendments of Bylaws Charter Date: 1942 Adopted by revision June 1988 Last amended: April 2010 ------------------------------------------------------------------------------------------- Article 1 - Structure 1. The name of this organization shall be the Montana District of the Lutheran Women's Missionary League (hereinafter referred to as the District LWML) of The Lutheran Church—Missouri Synod, Montana District (hereinafter referred to as LCMS-MT). 2. The District LWML is organized into zones that consist of individual women and women's societies from LCMS-MT congregations. The zones shall conform to LCMS-MT circuit lines where possible. Article II – Object The object of this organization shall be: 1. to develop and maintain a great mission consciousness among Lutheran (LCMS) women of Montana through Christian Life, Gospel Outreach, and Human Care. 2. to gather funds to support mission grants of the Montana District and grants adopted by national LWML for which adequate provisions have not been made in the LCMS budget. 3. to foster the objects of the LWML. Article III – Members 1. The membership of LWML shall be composed of women's organizations within LCMS–MT congregations, on campuses, or in resident homes within the District which: Society Officer Election Report a. consists of women who are communicant members of the LCMS congregation. b. have made application for society membership to the District LWML President for ratification by the Board of Directors. c. have made the object of LWML their own. 2. Wherever a congregation has several societies affiliated with LWML, they shall be considered as one (1) unit. 3. Women who hold membership in an LCMS–MT congregation may form a society in a setting other than a congregation, campus, or resident home upon approval of the Board of Directors. 4. Individual membership is available to a woman in an LCMS–MT congregation with or without a society affiliated with this District LWML. Individual membership is not considered a society or a unit. Individual Membership Application To the top of the page. ARTICLE IV – Elected Officers Current MT District LWML Officers 1. The elected officers of LWML shall be: President Vice President of Christian Life Vice President of Communication Vice President of Gospel Outreach Vice President of Human Care Vice President of Servant Resources Recording Secretary Treasurer Chairman of the Nominating Committee 2. These officers shall be elected at the biennial convention to serve a term of four (4) years, with the exception of the Chairman of the Nominating Committee who shall serve a two-year term, or until their successors are elected and shall not be eligible for re-election to the same office. a. The President, Vice President of Christian Life, Vice President of Communication, and Vice President of Gospel Outreach shall be elected in one biennium. b. The Vice President of Human Care, Vice President of Servant Resources, Recording Secretary, and Treasurer shall be elected in the next biennium. c. The Chairman of the Nominating Committee shall be elected each biennium. 3. No rotation of officers shall enable anyone to be a member of the Executive Committee for more than eight (8) years in succession. 4. Election shall be by secret ballot. 5. The candidate receiving a plurality of the votes shall be elected. 6. The elected officers shall assume their duties immediately after their installation at the close of the District convention. To the top of the page. ARTICLE V – Pastoral Counselors MT Manual 1. Two (2) Pastoral Counselors shall be elected from names of LCMS–MT pastors submitted by societies and approved by the President of the LCMS–MT. 2. One Pastoral Counselor shall be elected at each biennial convention for a four-year term and shall not be eligible for reelection. A plurality vote shall elect. 3. The Board of Directors shall determine the attendance of the Pastoral Counselors at Board of Directors meetings, District events, and District conventions. Pastoral Counselors shall have no vote. At least one Pastoral Counselor shall be present at each Board of Directors meeting, each Executive Committee meeting and each District Convention. 4. Responsibility for advising the committees shall be divided between the Counselors. 5. The Junior Counselor shall attend the national LWML Convention. If he is unable to attend, the Senior Counselor shall attend. To the top of the page. Article VI – Duties of the Elected Officers 1. The PRESIDENT shall: a. preside at the District Convention, Board of Directors meetings, and Executive Committee meetings. b. be an ex-officio member of all committees, except the Nominating Committee. c. supervise the work of all officers, channeling proper business to each. d. direct the Corresponding Secretary in handling official correspondence. e. countersign all vouchers for payment. f. attend zone rallies with the approval of the Board of Directors; the District LWML will pay her expenses. g. select, with the approval of the Board, qualified persons to attend LWML institutes, at the expense of the District LWML. h. appoint the Archivist/Historian, Corresponding Secretary, Editor, Financial Secretary, Parliamentarian, Scholarship Chairman, Structure Chairman and Young Woman Chairman, and other positions as needed, with the approval of the District LWML Board of Directors. i. provide the Editor with presidential messages and news. j. perform such duties as are incidental to the office. To the top of the page. 2. The VICE PRESIDENTS may perform the duties of the office of the President in the absence or at the request of the President. (See Article VII, Section 3f) a. The Vice President of Christian Life shall serve as Chairman of the Christian Life Committee. b. The Vice President of Communication shall: (1) be responsible for the media and marketing of LWML and its materials. (2) assist the Missive Editor as needed. c. The Vice President of Gospel Outreach shall: (1) be Chairman of the Gospel Outreach Committee and coordinator of mission grants. (2) requisition and disburse grant funds and monitor progress of each adopted grant until completed. (3) submit reports to the Executive Committee and to the Board of Directors on the progress of each adopted grant until completion. d. The Vice President of Human Care shall: (1) serve as Chairman of the Human Care Committee. (2) Serve as Montana District contact person for the Lutheran World Relief (LWR) drive. LWR Forms e. The Vice President of Servant Resources shall: (1) serve as Chairman of the Servant Resources Committee. (2) Serve as President in the event of an emergency or unexpected vacancy in the office of the President (see Article VII, Section 3f). f. The vice presidents shall report to the Board of Directors and convention body. To the top of the page. 3. The RECORDING SECRETARY shall: a. keep minutes of all Board of Directors and Executive Committee meetings and send approved copies of said minutes to all members of the Board of Directors and to the President of LCMS–MT. b. keep minutes of the District LWML Convention and send approved copies to the members of the Board of Directors and the President of LCMS-MT. 4. The TREASURER shall: a. receive itemized records concerning all funds from the Financial Secretary and keep an itemized record of all receipts and disbursements of the District LWML. b. remit, on a regular basis, 25 percent or more of the Mite Box offerings to the national LWML. c. make payments authorized by the signature of the President. d. submit a monthly report to the Board of Directors and other reports at such times as requested by the Board of Directors. e. submit her records for financial review by a person or persons selected by the Board of Directors at the close of each biennium or at the request of the Board of Directors. f. be bonded, the amount to be decided by the President, Treasurer and a Pastoral Counselor, under the guidelines of a bonding agency approved by the Board of Directors. 5. The CHAIRMAN OF THE NOMINATING COMMITTEE shall: a. be responsible for the preparation of the slate of candidates presented at the District convention. b. send balloting information sheets to the chairmen of the Officer Teller Committee and the Grant Teller Committee. To the top of the page. Article VII - Board of Directors 1. The Board of Directors (BOD) shall consist of the elected officers, the Zone Presidents, and the appointed officers as listed in Article IX, Section 1, as voting members. If a person holds more than one office, she has only one vote. The Pastoral Counselors shall be advisory, non-voting members. 2. The Board of Directors shall meet at least twice each year to promote the programs of the LWML as described in Article II of these bylaws. 3. The BOARD OF DIRECTORS shall: a. transact and supervise the business of the District LWML between conventions. b. review grants suggested by the Mission Grants Committee and approve grants to appear on the convention ballot. c. be authorized to act in session if changes in Mission Grant plans arise between conventions. d. propose the budget at each convention and supervise the expenditures of money between conventions. e. prepare and arrange the program for the convention and assist the zone officers with rally and workshop programs. f. fill vacancies by appointment, except those of President and Pastoral Counselors. In case of a vacancy in the office of the President, the Vice President of Servant Resources shall assume the duties of the President until an election in held by the Board of Directors at the next regular BOD meeting. The Board of Directors shall elect a President from among the Vice Presidents. A vacancy in the position of Pastoral Counselor shall be filled by appointment by the President of the LCMS–MT. 4. All officers shall submit written reports at each Board of Directors meeting. 5. Each officer and counselor shall promptly forward to her/his successor a complete job description and a complete file of documents pertaining to the office within sixty (60) days of the change of office or before the next regular Board of Directors meeting. ARTICLE VIII - Executive Committee 1. The Executive Committee shall consist of the President, Vice Presidents, Recording Secretary, and Treasurer as voting members. The Pastoral Counselors and the Editor shall be advisory members. 2. The Executive Committee shall meet as deemed necessary by the President and the Pastoral Counselors. 3. This committee shall transact necessary business between the Board of Directors meetings. To the top of the page. Article IX – Appointed Officers and District Committees Current MT District LWML Officers 1. Appointed officers shall be the Archivist/Historian, Corresponding Secretary, Editor, Financial Secretary, Parliamentarian, Scholarship Chairman, Structure Chairman, and Young Woman Chairman. These officers shall be appointed prior to the first regular Board of Directors meeting following each District Convention. Vacancies shall be filled by appointment. (See Article VI, Section 1h.) a. The ARCHIVIST/HISTORIAN shall keep a record of the activities and accomplishments of the organization. b. The CORRESPONDING SECRETARY shall: (1) maintain the official roster. (2) handle any official correspondence as may be requested by the President, Board of Directors or Executive Committee, sending copies of such correspondence to the President. c. The EDITOR shall: (1) attend Board of Directors meetings and regularly contact all District officers for news. (2) be responsible for the publication of the Montana Missive. (3) handle the circulation of the Montana Missive. (4) send the Montana Missive to all national LWML officers, district LWML Presidents and others designated by the Board of Directors. (5) serve as an advisory member of the Executive Committee. d. The FINANCIAL SECRETARY shall: (1) receive and regularly deposit all money in the LWML's name in a financial institution approved by the Board of Directors. (2) keep an itemized report of all receipts of the District LWML. (3) send to the District Treasurer an itemized report of all deposits. (4) submit a monthly report to the Board of Directors and other reports at such times as requested by the BOD. This may be a joint report with the District Treasurer. (5) furnish societies with Mite Boxes and vouchers upon request. District Voucher, Zone Voucher, Zone Rally Rpt. Instructions, Zone Rally Report, Society Annual Report (6) encourage societies to submit all publication subscription payments and annual fees at the appropriate time for the following year and send updated lists to the appropriate entities. (7) submit her records for financial review by a person or persons selected by the Board of Directors at the close of each biennium or at the request of the BOD. (8) be bonded, the amount to be decided by the President, Treasurer and a Pastoral Counselor, under the guidelines of a bonding agency approved by the Board of Directors. To the top of the page. e. The PARLIAMENTARIAN shall serve as advisor on parliamentary procedure to the President, the Board of Directors, committees and zone officers. f. The SCHOLARSHIP CHAIRMAN shall serve as the Chairman of the Scholarship Committee, which is comprised of one (1) representative from each zone appointed by the Zone President. g. The STRUCTURE CHAIRMAN shall: (1) serve as the Chairman of the Structure Committee. (2) select two (2) or more committee members. h. The YOUNG WOMAN CHAIRMAN shall: (1) serve as the Chairman of the Young Woman Representative Committee. (2) select two (2) or more committee members. To the top of the page. 2. District standing committees shall be Christian Life, Gospel Outreach, Human Care, Servant Resources, Nominating, Scholarship, Structure, and Young Woman Representative Committee. a. The CHRISTIAN LIFE COMMITTEE, consisting of the Vice President of Christian Life and one (1) member from each zone appointed by the Zone President shall: (1) encourage active participation in spiritual development programs, such as Bible study and private and family devotions, promoting the use of LWML materials. (2) conduct workshops, seminars, or training sessions as recommended by the Board of Directors and assist in zones and societies when assistance is requested. b. The GOSPEL OUTREACH COMMITTEE, consisting of the Vice President of Gospel Outreach and one (1) member from each zone appointed by the Zone President shall: (1) write each society requesting mission grant proposals. Societies need not submit scholarship proposals. The money for scholarships will be included in the Mission Grants proposed budget. The Gospel Outreach Committee will decide the amount, with input from the Scholarship Chairman, at their meeting before the District convention. The amount will be presented to the convention body for approval. (2) investigate mission grant opportunities and recommend appropriate grants to the Board of Directors. Appropriate grants will be those that have been approved by the LCMS–MT and will not require permanent subsidy from LWML. (3) prepare printed ballot for the selection of grants at the convention. c. The HUMAN CARE COMMITTEE, consisting of the Vice President of Human Care and one (1) member from each zone appointed by the Zone President shall: (1) encourage active participation in Human Care activities by providing information about the opportunities and challenges available. (2) conduct workshops, seminars, or training sessions as recommended by the Board of Directors and assist in zones and societies when assistance is requested. (3) assist the Vice President of Human Care to contact churches and to gather items for Lutheran World Relief (LWR). LWR Forms d. The SERVANT RESOURCES COMMITTEE, consisting of the Vice President of Servant Resources and one (1) member of each zone appointed by the Zone President shall: (1) encourage active participation in leadership roles by providing materials and training which promote increased leadership skills. (2) conduct workshops, seminars, or training sessions as recommended by the Board of Directors and assist in zones and societies when assistance is requested. (3) encourage societies in increasing and maintaining membership. To the top of the page. e. The NOMINATING COMMITTEE, consisting of the Chairman, who shall be elected at the convention for a two-year term of office, and the Zone Vice Presidents, shall: (1) receive nominations from individuals, societies, zone officers, and members of the Board of Directors and report at the regular BOD meeting prior to the convention. (2) consider women who are qualified for the respective offices and offer a slate of candidates. Each candidate shall submit in writing her willingness to serve and obtain written approval from her pastor. (3) ensure that candidates for the office of District LWML President have served as members of a district LWML board of directors. (4) prepare printed ballots for the election of officers at the convention. f. The SCHOLARSHIP COMMITTEE, consisting of the Scholarship Chairman and one (1) member from each zone appointed by the Zone President, shall be responsible for determining recipients of all District LWML scholarships. g. The STRUCTURE COMMITTEE, consisting of the Structure Chairman and at least two (2) other members selected by the Chairman, shall: (1) consider all amendments to the bylaws and report its finding to the Board of Directors. (2) send the requested number of copies of the proposed amendments to the national LWML Structure Committee Chairman for approval before presenting them at the District convention. (3) advise all societies of amendments adopted at the District convention. (4) send requested number of copies of amended bylaws to the national LWML Structure Committee Chairman after adoption. (5) serve all zones and societies in an advisory capacity. h. The YOUNG WOMAN REPRESENTATIVE COMMITTEE, consisting of the Young Woman Chairman and at least two (2) other members selected by the Chairman, shall: (1) select the Young Woman Representative(s) to the national LWML convention. (2) encourage recruitment of young women in societies and zones. To the top of the page. 3. District Special Committees shall be Officer Teller, Projects Teller, and Resolutions. a. The OFFICER TELLER COMMITTEE and PROJECTS TELLER COMMITTEE, each consisting of tellers, one from each zone, appointed by the District LWML President prior to the convention, and each chaired by a Zone President, shall: (1) tally the ballots for the particular vote for which the committee was selected. (2) report the results of the tally to the President. Teller Report Form b. The RESOLUTIONS COMMITTEE, appointed by the President prior to each convention, shall: (1) present at the convention those resolutions approved by the Board of Directors for consideration. (2) write those resolutions required for smooth and courteous conduction of the convention. ARTICLE X - Convention Representation 1.The District LWML Convention shall be held at the location selected by the Board of Directors and ratified at the previous convention. a. The voting body of the convention shall be elected delegates and the voting members of the Board of Directors. b. Representation shall be by congregational societies, each society having the privilege of sending two (2) delegates for every ten (10) members or major fraction thereof. c. Each delegate's credentials, signed by her pastor, shall be in the hands of the Convention Registration Chairman at least two (2) weeks prior to the convention. 2. Representation at the national LWML Convention shall be as follows: a. In the convention year following her election, the Zone President will be the delegate to the LWML Convention. In the event she is unable to attend, the Vice President will serve as the delegate. b. The delegates for the next national LWML Convention will determined by a rotation of societies within the zones. (1) There shall be one (1) accredited delegate from each zone having ten (10) or fewer units. One (1) additional delegate will be elected in zones having an additional ten (10) units or major fraction thereof. (2) Each zone shall have an elected first and second alternate to the convention. (3) The Board of Directors shall designate the units in the zone from which the delegate and alternates shall be elected, and shall select the units in a sequential rotation. (4) The units so designated shall elect the delegate and alternates. The zone shall ratify this election at the Fall Rally prior to the convention. (5) If an alternate delegate serves as the delegate at the convention, The rotation advances, and her society does not select a delegate for the following convention. c. The delegates shall give detailed reports of the convention proceedings at their zone rallies. A report of delegates' expenses is submitted to the Board of Directors for payment. To the top of the page. ARTICLE XI – Publications 1. The official publication of the District LWML shall be called Montana Missive. The purpose of the Montana Missive shall be to inform the members of the LWML activities and mission grants progress. 2. The official magazine of the LWML is called the Lutheran Woman's Quarterly. Its purpose is to promote the objects of the LWML and to provide topics for study and discussion. 3. The societies shall order Montana Missive and Lutheran Woman's Quarterly through the Financial Secretary, at the appropriate time, for the following year. 4. The District shall remit payment for the Lutheran Woman's Quarterly subscriptions to the LWML office. The societies are encouraged to make a special contribution to the Financial Secretary to defray the cost of both the Montana Missive and Lutheran Woman's Quarterly. In the event of a deficit the District LWML will pay the balance. ARTICLE XII – Finances 1. All societies shall contribute to the District LWML. Money gathered by Mite Boxes and donations designated for the District shall be forwarded with properly executed vouchers to the District LWML Financial Secretary on a monthly or quarterly basis. 2. The District LWML shall distribute Mite Box money, apportioned according to the budget adopted at the convention, as follows: send twenty-five (25) percent or more to the national LWML; use forty (40) percent or more for District Mission Grants; and use thirty-five (35) percent or less for District inreach and administrative expenses to be apportioned according to the budget adopted at the convention. 3. Expenses for national LWML Conventions will be collected and apportioned as follows: a. The District LWML Board of Directors will determine all legitimate convention expenses; these would include the registration fee, travel expenses, meals, and lodging. b. All societies shall collect funds annually for delegates' expenses and remit same to the District LWML Financial Secretary, at the appropriate time, for the following year, marked "Delegate Fund." c. Only the expenses of the official zone delegates and the District LWML President (with the exception of her travel expenses) shall be paid from the Delegate Fund. d. The expenses for the Pastoral Counselor and the Young Woman Representatives shall be paid from the Christian Growth account. e. The Board of Directors may allocate funds, if available and as deemed necessary for sending an Executive Committee (EC) member of the Board of Directors, other than the President. The member of the EC will be chosen under the following rotation: Vice Presidents in alphabetical order by title, Recording Secretary and Treasurer. No member of the EC will be sent more than once under this section. f. The Board of Directors may allocate funds, if available and as deemed necessary, for sending members of the Montana District LWML running for national office 4. The fiscal year of the District LWML is from April 1 through March 31. To the top of the page. ARTICLE XIII - Mission Grants MT Grant Proposal, Guidelines, Reviewing Grants, Nat. Grant Proposal, Honorariums 1. Mission grant proposals may be submitted by individual members, societies, zones, the District LWML Board of Directors, and LCMS boards. (See Article IX, Section 2d(2).) 2. Voting for projects shall be by secret ballot at the District LWML Convention. 3. Mission grants adopted by convention delegates shall be funded as money becomes available in the Mission Grants Account. These funds shall be distributed when the supervising agency of the grant makes the request to the District LWML President. Responsibility of the LWML ceases when payments have been made. 4. Funds voted for mission grants must be disbursed or put into use within the biennium in which they were adopted or be transferred to the Mission Grants Account for the next biennium. The Board of Directors may extend the time for one (1) biennium in case of extenuating circumstances. 5. Reports and pictures of the progress of the work made possible by the mission grants shall be reported at rallies and conventions and may be published in the Montana Missive, the LCMS-MT publication, and other publications. ARTICLE XIV – Parliamentary Authority The meetings of this organization shall be governed by the latest edition of Robert's Rules of Order Newly Revised, in so much as these are not inconsistent with the LWML Bylaws, applicable law or Christian principles. ARTICLE XV – Amendment of Bylaws These bylaws may be amended by a two thirds (2/3) vote of the convention body. Proposed amendments must be approved by the District LWML Board of Directors and the national LWML Structure Committee prior to presentation at the District Convention. Copies of proposed bylaw amendments shall be sent to each society sixty (60) days prior to the convention for their study. To the top of the page.

Below is from the MT Manual
President General Statement of duties For general duties, see Article VI (Section 1), Article VII, and Article VIII of the Montana LWML Bylaws. Detailed Duties Date Everything! Board of Directors and Executive Committee Meetings Set date and site for BOD and EC meetings. (The post-convention brief meeting to handle only necessary concerns is held immediately after the convention closes.) Ask local contact to arrange meals and housing. At least ten days prior to the meeting, send copy of agenda to all who are to attend. Preside at the meeting. Prepare written report (25 copies on blue paper) for each District BOD meeting. Keep a record of expenses (phone, postage, copies, supplies, mileage, etc.) and submit for reimbursement at BOD meetings or monthly to the District Treasurer, using voucher provided at the meeting. (See form section.) District Events 1. Approve all dates for workshops, seminars, and retreats. 2. Work closely with committees on all communications. District Convention Be in regular touch with the Convention Chairmen and the District Vice Presidents. Write a report for the Convention Manual. Together with the Corresponding Secretary, assemble and prepare the manual for printing. Contact all speakers: national representative, worship service speaker and liturgist, keynote speakers, Bible study leader, District LLL President, LCMS-MT President, and mayor of local city. Contact Convention Committee about room arrangement for District guests. Contact host congregation’s Pastor about distribution of Communion. Appoint two Zone Presidents as chairmen of the Projects Teller Committee and Officers Teller Committee (Bylaws Article IX 3 a). Appoint a teller from each zone to serve on the committees. Notify the Chairman of the Nominating Committee and the Vice President of Gospel Outreach of these appointments. Research possible recipients of convention offerings in a timely manner so the information can be included with convention publicity. Develop an agenda for the convention to be approved by the BOD prior to being placed in the Convention Manual. Be prepared with a post-convention BOD meeting agenda even when completing your term. Be sure someone is assigned to count and secure convention offerings. Send thank you notes to all participants; send honorariums with notes, even when you have finished your term of office. Zone Events Notify Society and Zone President if you will be attending the rally. Attend at least one rally in each zone during your term of office if at all possible. Remind Zone Presidents of national LWML Convention delegate rotation at least nine months prior to the fall rally in even-numbered years. Remind zone responsible for creating national convention banner in a timely manner so the banner design can be approved by the Board of Directors. National Convention Appoint a Housing/Transportation Chairman to check transportation costs and arrange for blocks of rooms in hotels. Handle registration forms for delegates, YWR, and Counselor. Arrange for transportation of the District’s convention banner. Forward convention information to the delegates as it is received. Arrange for and conduct a District Caucus where the candidates and projects on the ballot can be reviewed. Provide information and help to Montana delegates as requested. Carry the Montana banner in the procession. National LWML covers transportation to the convention plus meals and housing until the convention begins. District pays for the expenses for the convention proper. National Meetings Attend national Board of Directors meetings as scheduled. Attend other national events as requested by the national President or BOD. National covers all expenses for meetings, including one phone call home. Follow instructions for travel given by the national Meeting Manager. Public Relations Write an informative article for each Missive. Consult with the editor to be certain all necessary information is included. Proofread the Missive prior to printing. Provide the Vice President of Communication with information for the Montana Reflections and the LWML Web site. Send special letters to societies when events require added emphasis. Prepare a five to ten minute report for LCMS District Convention. They may also ask for a greeting for their convention manual. LLL usually asks for a five to ten minute greeting for their District Convention. Occasionally you are asked to address a church function that commemorates a specific date or event. Record Keeping Maintain a record of your activities: articles written, materials ordered, meetings and events attended, correspondence, etc. Maintain a record of the number of rallies, retreats, and workshops held and of the number attending each. This information is needed for the statistic sheet in the national Convention Manual. Give the Montana Manual, LWML Handbook, and records to the next President (Article VII, Section 5). Records seven years and older should be sent to the District LWML Archivist/Historian for her to determine what will be saved and what will be destroyed. To the top of the page.

VICE PRESIDENT OF CHRISTIAN LIFE GENERAL STATEMENT OF DUTIES • For general duties, see Article VI (Section 2 and 2a), Article VII, and Article VIII of the Montana LWML Bylaws. • For duties of the Christian Life Committee, see Article IX (Section 2a). DETAILED DUTIES Date Everything! EDUCATIONAL ACTIVITIES 1. Obtain and share Christian Life material received from national with Zone Christian Life Chairmen. 2. During the last two years of your term, be responsible for planning and preparing the materials for the District retreats with assistance from a District Counselor. Arrange for presenters and other people needed for the retreat. 3. Organize workshops, rally programs, seminars, and training sessions as requested by the District President. 4. Maintain a current file of materials you could recommend to Zone or Society Christian Life Chairmen. 5. Promote Christian Life materials at every opportunity. REPORTS AND ARTICLES 1. Prepare an article for the Missive. 2. Provide information to the Vice President of Communication for the Montana Reflections and LWML Web site. 3. Provide Zone Christian Life Chairmen with information for rally reports. 4. Send thank you notes to Zone Christian Life Chairmen at the end of the biennium. BOARD OF DIRECTORS 1. Attend District BOD and EC meetings. 2. Prepare written report (25 copies on yellow paper) for each District BOD meeting. 3. Write a report for the Convention Manual. 4. Keep a record of expenses (phone, postage, copies, supplies, mileage, etc.) and submit for reimbursement at BOD meetings, using voucher provided at the meeting. (See form section.) RECORD KEEPING 1. Maintain a record of your activities: articles written, materials ordered, meetings and events attended, correspondence, etc. 2. Send a copy of all pertinent correspondence to the President. 3. Give the Montana Manual, LWML Handbook, and records to the next Vice President of Christian Life (Article VII, Section 5). 4. Records seven years and older should be sent to the District LWML Archivist/Historian for her to determine what will be saved and what will be destroyed. To the top of the page.

VICE PRESIDENT OF COMMUNICATION GENERAL STATEMENT OF DUTIES For general duties, see Article VI (Section 2 and 2b), Article VII, and Article VIII of the Montana LWML Bylaws. DETAILED DUTIES Date Everything! MEDIA AND MARKETING ACTIVITIES 1. Increase awareness of LWML and use of LWML resources among members of the LCMS through informative articles in the Missive and Montana Reflections. 2. Provide schedule of LWML activities to District Office to be included on District Web site calendar and in the Montana Reflections. 3. Increase resource availability on the LWML Web site, making certain all current forms are available. 4. Insure regular updating of LWML Web site, posting current Missive and calendar and providing interesting and informative articles. 5. Invite zones, societies, and members to provide information, pictures, and updates to be posted on the Web site. 6. Provide links to national LWML Web site on the Montana LWML Web site. 7. Increase awareness of electronic communication as a tool with the LWML membership. 8. Assist the Missive Editor when assistance is requested. BOARD OF DIRECTORS 1. Attend District BOD and EC meetings. 2. Prepare written report (25 copies on orange paper) for each District BOD meeting. 3. Write a report for the Convention Manual. 4. Keep a record of expenses (phone, postage, copies, supplies, mileage, etc.) and submit for reimbursement at BOD meetings, using voucher provided at the meeting. (See form section.) RECORD KEEPING 1. Maintain a record of your activities: articles written, materials ordered, meetings and events attended, correspondence, etc. 2. Send a copy of all pertinent correspondence to the President. 3. Give the Montana Manual, LWML Handbook, and records to the next Vice President of Communication (Article VII, Section 5). 4. Records seven years and older should be sent to the District LWML Archivist/Historian for her to determine what will be saved and what will be destroyed. To the top of the page.

Vice President of Gospel Outreach General Statement of duties For general duties, see Article VI (Section 2 and 2c), Article VII, Article VIII, and Article XIII of the Montana LWML Bylaws. For duties of the Gospel Outreach Committee, see Article IX (Section 2b). Detailed Duties Date Everything! Processing Grants 1. At the BOD meeting immediately following the convention: Obtain an extra copy of the Convention Manual for later use. Obtain stationery and envelopes. Submit voucher for 100 stamps. 2. Following convention – as soon as possible: Provide the Vice President of Communication with information about selected grants for the Montana Reflections and the LWML Web site. Notify the editor of the Missive concerning the grants selected. Make a file folder for each grant. Notify the grant recipients. Include a “Request for Grant Funds” form. Notify those grant applicants not selected. Send each society a display (for example a poster) of District Grant information. 3. When funds are requested: A. Send a copy of the request to the President who will sign and send it to the Treasurer. B. The Treasurer will send you the check which you send on to the recipient. Also send a letter requesting acknowledgment of receipt of the check. 4. In July of the year preceding the District convention, send letters soliciting grant proposals for the ballot to each of the following: Zone Gospel Outreach Chairmen, Society Presidents. Each pastor in the District, LCMS-MT President, Chairman of the LCMS-MT District Missions Committee, and LWML District President. The letter shall refer to the grant proposal guidelines contained in the Montana Manual. 5. Deadline for receiving grant proposals is October 30 of the year preceding the District convention. 6. When grant proposals arrive, date and number them. 7. Schedule the grant selection meeting and inform Zone Gospel Outreach Chairmen well in advance of when the meeting will take place. The Board of Directors approves the committee’s selection prior to publication of the grants in the Convention Manual and on the ballot. 8. Submit the approved grant resolutions for the Convention Manual. 9. Prepare the printed ballot for the selection of grants at the convention. 10. Prepare and present an impartial presentation on the approved proposed grants for the convention. Educational Activities Encourage each woman, inspired by her study of God’s Word, to see mission opportunities in her everyday life. Provide information about grant recipients, so each woman will support the mite goal. Encourage societies to provide opportunity for children and all adults to grow in mission awareness and to show the love of Christ through giving opportunities. Board of Directors Attend District BOD and EC meetings. Prepare written report (25 copies on peach paper) for each District BOD meeting. Write a report for the Convention Manual. Keep a record of expenses (phone, postage, copies, supplies, mileage, etc.) and submit for reimbursement at BOD meetings, using voucher provided at the meeting. (See form section.) Reports and Articles Prepare an article for the Missive; include pictures of mission projects when possible. Provide information to the Vice President of Communication for the Montana Reflections and the LWML Web site. Provide Zone Gospel Outreach Chairmen with information for rally reports. Prepare a report for the Convention Manual on the projects completed in the previous biennium. The biennium ends March 31 the year of the convention. Send thank you notes to Zone Gospel Outreach Chairmen at the end of the biennium. Record Keeping Maintain a record of your activities: articles written, materials ordered, meetings and events attended, correspondence, etc. Send a copy of all pertinent correspondence to the President. Give the Montana Manual, LWML Handbook, and records to the next Vice President of Gospel Outreach (Article VII, Section 5). Records seven years and older should be sent to the District LWML Archivist/Historian for her to determine what will be saved and what will be destroyed. To the top of the page.

Vice President of Human Care General Statement of duties For general duties, see Article VI (Section 2 and 2d), Article VII, and Article VIII of the Montana LWML Bylaws. For duties of the Human Care Committee, see Article IX (Section 2c). Detailed Duties Date Everything! World Relief Drive Keep a current list of all Lutheran Churches in the Montana District for distribution as needed. Notify Zone Presidents/Zone Human Care Chairmen and all other Lutheran Churches (not LCMS) in writing whenever Lutheran World Relief issues special requests or changes instructions. Be certain everyone has the current LWR forms and information. Select World Relief Drive date for approval by BOD at February meeting. Contact Lutheran World Relief regarding shipping and billing arrangements. Contact churches where trucks will be parked. Make transportation arrangements with trucking company. Coordinate pick-up arrangements with Zone Human Care Chairmen, who will contact LWML Societies and other Lutheran Churches in their zones. Receive bills from drivers and send to District President. Compile report of district-wide donations to the drive; send copies to the BOD members. Educational Activities Organize workshops, rally programs, seminars, and training sessions to increase awareness of Human Care needs and opportunities as requested by the District President. Maintain a current file of materials you could recommend to zones or societies. Provide Zone Presidents or Zone Human Care Chairmen information to encourage Human Care projects or activities at rallies. Board of Directors Attend District BOD and EC meetings. Prepare written report (25 copies on green paper) for each District BOD meeting. Write a report for the Convention Manual. Keep a record of expenses (phone, postage, copies, supplies, mileage, etc.) and submit for reimbursement at BOD meetings, using voucher provided at the meeting. (See form section.) Reports and Articles 1. Prepare an article for each Missive. 2. Provide Vice President of Communication with Human Care information for Montana Reflections and LWML Web site. 3. Provide Zone Human Care Chairmen with information for rally reports. 4. Send thank you notes to Zone Human Care Chairmen at the end of the biennium. Record Keeping Maintain a record of your activities: articles written, materials ordered, meetings and events attended, correspondence, etc. Send a copy of all pertinent correspondence to the President. Give the Montana Manual, LWML Handbook, and records to the next Vice President of Human Care (Article VII, Section 5). Records seven years and older should be sent to the District LWML Archivist/Historian for her to determine what will be saved and what will be destroyed. To the top of the page.

Vice President of Servant Resources General Statement of duties For general duties, see Article VI (Section 2 and 2e), Article VII, and Article VIII of the Montana LWML Bylaws. For duties of the Servant Resources Committee, see Article IX (Section 2d). Be responsible for the LWML store at the District conventions. Detailed Duties Date Everything! Educational Activities During the last two years of your term, be responsible for planning and preparing the materials for the District retreats with assistance from a District Counselor. Arrange for presenters and other people needed for the retreat. Organize retreats, workshops, rally programs, seminars, and training sessions as requested by the District President. Maintain Zone Display Boards. Maintain a current file of materials you could recommend to Zone or Society Servant Resources Chairmen. Promote Servant Resources materials at every opportunity. Board of Directors Attend District BOD and EC meetings. Prepare written report (25 copies on lavender paper) for each District BOD meeting. Write a report for the Convention Manual. Keep a record of expenses (phone, postage, copies, supplies, mileage, etc.) and submit for reimbursement at BOD meetings, using voucher provided at the meeting. (See form section.) Reports and Articles 1. Prepare an article for the Missive. 2. Provide information to Vice President of Communication for the Montana Reflections and the LWML Web site. 3. Provide Zone Servant Resources Chairmen with information for rally reports. 4. Send thank you notes to Zone Servant Resources Chairmen at the end of the biennium. Record Keeping 1. Maintain a record of your activities: articles written, materials ordered, meetings and events attended, correspondence, etc. 2. Send a copy of all pertinent correspondence to the President. 3. Give the Montana Manual, LWML Handbook, and records to the next Vice President of Servant Resources (Article VII, Section 5). 4. Records seven years and older should be sent to the District LWML Archivist/Historian for her to determine what will be saved and what will be destroyed. To the top of the page.

Recording Secretary General Statement of duties For general duties, see Article VI (Section 3), Article VII, and Article VIII of the Montana LWML Bylaws. Detailed Duties Date Everything! Recording Minutes Record the minutes of the Board of Directors and Executive Committee meetings and the District convention. Minutes must include enough detail that the meaning is clear even to people not attending the meeting. Submit the minutes for review to the President and the Minutes Review Committee (appointed by the President at the meeting) as soon after the meeting as possible. Make changes to minutes as suggested by President and Minutes Review Committee. Send minutes (also send copies of officer and committee reports to those members absent from the meeting) to Board of Directors members for review before the next BOD meeting. Have extra copies on hand at the next BOD meeting for those members who did not bring copies. Make changes to minutes as suggested by the BOD. Prepare signature page for approved minutes. Preserve signed copies of the approved minutes. Maintain a file of all officer and committee reports. Send copies of approved minutes (BOD, EC, and convention) to Board of Directors members, LCMS-MT District President, and national LWML President. Roll Call Prepare attendance/roll call sheet for Board of Directors meetings. Maintain file of attendance at meetings. Board of Directors Attend BOD and EC meetings. Prepare written report, if needed, (25 copies on pink paper) for each District BOD meeting. Write a report for the Convention Manual. Keep a record of expenses (phone, postage, copies, supplies, mileage, etc.) and submit for reimbursement at BOD meetings, using voucher provided at the meeting. (See form section.) Record Keeping 1. Send a copy of pertinent correspondence to the President. 2. Maintain a file of the Treasurer’s and Financial Secretary’s Quarterly Reports, the Missive, Lutheran Woman’s Quarterly, and significant correspondence from your term of office. 3. Give the Montana Manual, LWML Handbook, and records to the next Recording Secretary (Article VII, Section 5). 4. The above file (#2) with all minutes and reports seven years and older should be sent to the District LWML Archivist/Historian for her to determine what will be saved and what will be destroyed. To the top of the page.

Treasurer General Statement of duties For general duties, see Article VI (Section 4), Article VII, Article VIII, and Article XII of the Montana LWML Bylaws. Detailed Duties Date Everything! Record Keeping Receive itemized records of all receipts from the Financial Secretary. Keep a general ledger of all receipts and disbursements of the District LWML. Record separate accounts for the District. Submit records for financial review by a person or persons selected by the Board of Directors at the close of each biennium or at the request of the BOD. Keep a record of Lutheran World Relief (LWR) expenses from District and send a summary to LWR for reimbursement. Disbursements Make payments authorized by the signature of the President. Remit, on a quarterly basis, 25 percent or more of the Mite Box offerings to national LWML. Provide vouchers at BOD meetings for attendees to request reimbursement for expenses. Board of Directors Attend District BOD and EC meetings. Prepare written report (25 copies on white paper) for each District BOD meeting. Write a report for the Convention Manual. Keep a record of expenses (phone, postage, copies, supplies, mileage, etc.) and submit for reimbursement at BOD meetings, using voucher provided at the meeting. (See form section.) Reports and Articles 1. Provide information, in collaboration with the Financial Secretary, to the Vice President of Communication for the Montana Reflection and the LWML Web site. 2. Submit information, in collaboration with the Financial Secretary, for the Missive. 3. Compile monthly, quarterly, year-end, and biennial reports, in collaboration with the Financial Secretary, and send to BOD members. 4. Send a copy of pertinent correspondence to the President. 5, Give the Montana Manual, LWML Handbook, and records to the next Treasurer (Article VII, Section 5). 6. Records seven years and older should be sent to the District LWML Archivist/Historian for her to determine what will be saved and what will be destroyed. To the top of the page.

Chairman of the Nominating Committee General Statement of duties For general duties, see Article VI (Section 5), Article VII, and Article IX (Section 3a) of the Montana LWML Bylaws. For duties of the Nominating Committee, see Article IX (Section 2e). Purpose: The Nominating Committee is a special committee, with a single, solitary, important mission: to secure qualified candidates for office. Members of this committee must familiarize themselves with the bylaws and the responsibilities of the various offices for which the committee is to select candidates. Detailed Duties Date Everything! Obtain Nominations for Offices One year prior to convention, write an article for the Missive indicating which offices will be included in the elections at the upcoming convention. Include deadlines for nomination and details for submitting nominations. Provide information to the Vice President of Communication for the LWML Web site and the Montana Reflections. Regularly contact the members of the Nominating Committee, reminding them to recruit nominees from their zones. In the fall before convention, send a letter to each society reminding them of their privilege to nominate individuals for office, including a list of positions to be filled, emphasizing deadlines to be met, and referring them to the Montana Manual for descriptions of the responsibilities for each office. Contact possible candidates from information in your files: previous candidates, women who were contacted in previous years and expressed an interest in holding office at a later time, and names suggested by societies, individuals, or the BOD. Do not allow other people to speak for the possible candidates: Each person must say yes or no on her own behalf! Remember that members of the Nominating Committee may become candidates for office. Provide each person willing to run for office with a Candidate Information Form and remind her to submit written consent from her pastor and a picture for the Convention Manual. Names of pastors willing to be on the ballot must be submitted to the President of the LCMS-MT for approval. Make certain that the candidates for the office of President have served as voting members of the Board of Directors. (May have served as voting member of the Board of Directors of a different District.) A complete slate will include two or more candidates for each office. Every person willing to be placed on the ballot should receive a letter of encouragement and thanks. Convention Responsibilities Provide résumés (pictures if possible) of the candidates to the Missive editor prior to the convention when possible. Provide résumés and pictures of the candidates for the Convention Manual. Prepare ballots for the election of officers at the convention. Prior to the convention, send balloting information sheets to the chairmen of the Projects Teller Committee and the Officers Teller Committee stating their responsibilities and how the balloting will be done. Present the slate of candidates for office to the convention body. This action completes your responsibility. Board of Directors 1. Attend District BOD meetings. 2. Prepare written report (25 copies on gray paper) for the District BOD meeting when there are actions to report. 3. Write an article for the Convention Manual. 4. Keep a record of expenses (phone, postage, copies, supplies, mileage, etc.) and submit for reimbursement at BOD meetings, using voucher provided at the meeting. (See form section.) Record Keeping Maintain a record of your activities: articles written, materials ordered, meetings and events attended, correspondence, etc. Send a copy of all pertinent correspondence to the President. Give the Montana Manual, LWML Handbook, and records to the next Chairman of the Nominating Committee (Bylaws: Article VII, Section 5). Records seven years and older should be sent to the District LWML Archivist/Historian for her to determine what will be saved and what will be destroyed. To the top of the page.

Junior and Senior Pastoral Counselors General Statement of duties For general duties, see Article V, Article VII, and Article VIII, and Article IX, of the Montana LWML Bylaws. Detailed Duties Date Everything! The Pastoral Counselors will determine their division of shared responsibilities with the input of the District LWML President. District Convention Oversee the planning of worship, devotions, and Bible studies for the convention. Attend District Convention and provide spiritual guidance as needed. Board of Directors and Executive Committee Meetings Attend District BOD and EC meetings as non-voting advisory members. Prepare written report (25 copies on buff paper) for each District BOD meeting. Prepare a report for the Convention Manual. Keep a record of expenses (phone, postage, copies, supplies, mileage, etc.) and submit for reimbursement at BOD meetings, using a voucher provided at the meeting. (See form section.) Other Responsibilities 1. Plan the devotions and Bible studies with the appropriate Vice President for the District retreats. (See officer descriptions.) 2. Assist in planning other District events as needed. 3. Be available for counsel on LWML matters as directed by the President and to District LWML officers. Reports and Articles Alternately write articles for the Missive. The Pastoral Counselor not writing the article for the Missive is to check for doctrinal content. Provide material pertaining to your office to the Vice President of Communication for the LWML Web site. Maintain a record of your activities: articles written, materials ordered, meetings and events attended, correspondence, etc. Send a copy of pertinent correspondence to the President. Give the Montana Manual, LWML Handbook, and records to the next Pastoral Counselor (Article VII, Section 5). Records seven years and older should be sent to the District LWML Archivist/Historian for her to determine what will be saved and what will be destroyed. To the top of the page.

Archivist/Historian General Statement of duties For general duties, see Article VII, and Article IX (Section 1a) of the Montana LWML Bylaws. Purpose: To gather and preserve records and other materials of historical significance to the District, adding each biennium’s activities to the on-going history of the District LWML. Detailed Duties Date Everything! Maintain Archives Receive materials of historical value from all District and Zone Board members and committees and from societies. The Archivist-Historian has a moral obligation to LWML to take every possible measure to ensure the preservation of valuable records, not only those of the past but also those of current times with equal zeal. Appraise records for retention or disposal, acting as the agent of future generations. With wisdom and impartiality, be as diligent in disposing of records that have no significant or lasting value as in retaining those that do. Protect the integrity of the records against defacement, alteration, theft, and physical damage by fire, excessive exposure to light, dampness, or dryness. Remind the District convention chairman to make two packets of all District Convention materials (mailings, posters, badges, newsletters worship folders, etc.) plus four Convention Manuals and give them to the District Archivist/Historian. During the biennium, integrate all pertinent items from meetings, retreats, rallies, etc. into the archival files and update the index. As archive boxes are completed, they will be placed into the archival depositary of the MT-LCMS. Record the History Prepare a District biennial history for the Convention Manual including the following: A. Outgoing officers B. Officers for the next biennium C. Mission grants completed D. Special projects completed E. Bylaw changes F. Convention highlights G. Other, as appropriate Submit one copy to the national LWML Archivist/Historian, one copy to the current District LWML President, and retain one copy for the archives. Send a Convention Manual to the LCMS-MT President. Following Each District Convention Check each file folder to be sure that all biennial minutes, reports, retreat materials, etc., have been received and correctly filed and indexed. Send one set of each of the following folders to national LWML Archivist/Historian: A. History, bylaws, Montana Missives, Grant Project information for societies, retreat items and other current items. B. Two Convention Manuals, two sets of approved convention minutes and other items generated for the District Convention. C. BOD and EC approved minutes and reports. D. Financial reports. Begin new biennial files, starting with post-convention BOD minutes, approved bylaws, Grant Project information for societies, etc. Board of Directors 1. Attend District BOD meetings. 2. Prepare written report (25 copies on white paper) for each District BOD meeting. 3. Prepare a report for the Convention Manual. 4. Keep a record of expenses (phone, postage, copies, supplies, mileage, etc.) and submit for reimbursement at BOD meetings, using voucher provided at the meeting. (See form section.) Meetings When possible, attend the biennial Conference on Archives and History held at the Concordia Historical Institute in St. Louis paid for by the MT Board of Directors. Reports and Educational Activities Plan a display for each District Convention. Conduct interest sessions at conventions and rallies as requested by the President or Board of Directors. Send a copy of pertinent correspondence to the President. Give the Montana Manual, LWML Handbook, and records to the next Archivist/Historian (Article VII, Section 5). Maintain a record of your activities: articles written, materials ordered, meetings and events attended, correspondence, etc. To the top of the page.

Corresponding Secretary General Statement of duties For general duties, see Article IX (Section 1b) of the Montana LWML Bylaws. Detailed Duties Date Everything! Official Roster Maintain the official roster, making sure it includes the names of all societies, the date of the society’s charter, and the status of the society (active or inactive). Add or delete names of individual members as status changes occur. Send 25 copies (on white paper) of the official roster to the regular fall meeting of the BOD. Board of Directors Attend District BOD meetings at the request of the President in a non-voting capacity. Prepare a written report (25 copies on white paper) if requested by President. Prepare a report for the Convention Manual. Keep a record of expenses (phone, postage, copies, supplies, mileage, etc.) and submit for reimbursement to the President, using the voucher form. (See form section.) Correspondence duties Prepare and send communications as directed by the President. Assist the Board of Directors and Executive Committee with official correspondence. Provide society address labels to BOD members as requested. With the President, assemble and prepare the Convention Manual for printing. Write thank you notes for all donations according to information sent by the Financial Secretary. Send a copy of all correspondence to the President. Meetings and Reports Maintain a record of your activities: articles written, materials ordered, meetings and events attended, correspondence, etc. Give the Montana Manual, LWML Handbook, and records to the next Corresponding Secretary (Article VII, Section 5). Records seven years and older should be sent to the District LWML Archivist/Historian for her to determine what will be saved and what will be destroyed. To the top of the page.

Editor General Statement of duties For general duties, see Article VII, Article VIII, Article IX (Section 1c), and Article XI of the Montana LWML Bylaws. Mission: The editor should have the desire and enthusiasm to communicate the objectives of the LWML, to provide information about LWML activities, and to report grant progress. Qualifications: Knowledge of objectives and history of LWML and enthusiasm for its program. Ability to: A. report facts and events accurately; B. write clear, readable, concise, grammatically correct material; C. judge doctrinal content of articles and materials (final doctrinal editing is the responsibility of counselors); D. format newsletter demonstrating understanding of editing, proofreading, and layout. Detailed Duties Date Everything! Montana Missive Immediately following your appointment, make arrangements for the Montana Missive publication and distribution. Contact the publisher and the shipping office for prices and forms. Gather information for the Montana Missive, including district news, progress of mission grants, reports of officers and committees, and notification of deadlines (scholarship, YWR, etc.). Select content for publication and submit to President and Counselor for approval. Edit (change, correct, improve, delete) all copy if needed. (If editing materially changes meaning of anything which will appear under a byline, author’s permission must be secured.) Send the Montana Missive to all national LWML officers, district LWML presidents, LCMS-MT President, and others designated by the BOD. Take pictures at district events for use in publication. Be responsible for preparation of a daily newsletter at the District Convention. Attend national editors’ workshops when appropriate. District BOD determines attendance and assumes responsibility for expense. Board of Directors Attend District BOD and EC meetings. The editor has no vote at EC meetings. Prepare written report (25 copies on white paper) for each District BOD meeting. Prepare a report for the Convention Manual. Keep a record of expenses (phone, postage, copies, supplies, mileage, etc.) and submit for reimbursement at BOD meetings, using voucher provided at the meeting. (See form section.) Meetings and Reports Maintain a record of your activities: articles written, materials ordered, meetings and events attended, correspondence, etc. Send a copy of all pertinent correspondence to the President. Give the Montana Manual, LWML Handbook, records, and at least the last four years of the Montana Missive to the next Editor (Article VII, Section 5). Records seven years and older should be sent to the District LWML Archivist/Historian for her to determine what will be saved and what will be destroyed. To the top of the page.

Financial Secretary General Statement of duties For general duties, see Article VII, Article IX (Section 1d), and Article XII of the Montana LWML Bylaws. Detailed Duties Date Everything! Furnish societies with Mite Boxes, appropriate forms, and vouchers upon request. Receipts Receive and record all money for Mites, Lutheran Woman’s Quarterly and Missive subscriptions, and delegate fees from all societies. Receive and record all memorials and gifts to the District LWML. Send information to the Corresponding Secretary for thank you notes. Promptly deposit all funds received in a financial institution approved by the Board of Directors. Record Keeping Send the Treasurer an itemized report of all deposits. Maintain an itemized report of all receipts. Keep a separate record of Mites credited to each society. Keep a record of delegate fees submitted by each society. Provide this information to the Convention Registration Committee. 5. Submit records for financial review by a person or persons selected by the Board of Directors at the close of each biennium or at the request of the BOD. Subscription Activities Encourage societies to submit subscription payments at the appropriate time. Keep a record of Lutheran Woman’s Quarterly and Missive subscriptions submitted by each society. Notify the Missive Editor and National Quarterly office of any changes. Board of Directors Attend District BOD meetings. Prepare written report (25 copies on white paper) for each District BOD meeting. Write a report for the Convention Manual. Keep a record of expenses (phone, postage, copies, supplies, mileage, etc.) and submit for reimbursement at BOD meetings, using voucher provided at the meeting. (See form section.) Reports and Articles 1. Provide information (including information about Memorial Scholarships and the LWML Endowment Fund), in collaboration with the Treasurer, to the Vice President of Communication for the Montana Reflections and the LWML Web site. 2. Submit information, in collaboration with the Treasurer, for the Missive. 3. Compile monthly, quarterly, year-end, and biennial reports, in collaboration with the Treasurer, and send to BOD members. 4. Provide biennial report of income received from all societies for the BOD. 5. Send a copy of pertinent correspondence to the President. 6. Give the Montana Manual, LWML Handbook, and records to the next Financial Secretary (Article VII, Section 5). 7. Records seven years and older should be sent to the District LWML Archivist/Historian for her to determine what will be saved and what will be destroyed. To the top of the page.

Parliamentarian General Statement of duties For general duties, see Article VII and Article IX (Section 1e), and Article XIV of the Montana LWML Bylaws. Mission: To assist the District, Zones, and Societies in following correct parliamentary procedures so that all LWML meetings are conducted decently, in order, and in Christian love and concern for all members. Qualifications: Thorough understanding of parliamentary procedure based on the latest edition of Robert’s Rules of Order Newly Revised. Thorough understanding of Montana LWML Bylaws. Detailed Duties Date Everything! Meetings and Reports Serve as advisor on parliamentary procedure at each BOD meeting, District Convention and other meetings at the President’s request. Prepare a written report (25 copies on white paper) for each District BOD meeting if requested. Prepare a report for the Convention Manual if requested. Maintain a record of your activities: articles written, materials ordered, meetings and events attended, correspondence, etc. Send a copy of all pertinent correspondence to the President. Give the Montana Manual, LWML Handbook, and records to the next Parliamentarian (Article VII, Section 5). Records seven years and older should be sent to the District LWML Archivist/Historian for her to determine what will be saved and what will be destroyed. Keep a record of expenses (phone, postage, copies, supplies, mileage, etc.) and submit for reimbursement at BOD meetings, using a voucher provided at the meeting. (See form section.) To the top of the page.

Scholarship Chairman General Statement of duties For general duties, see Article VII and Article IX (Section 1f) of the Montana LWML Bylaws. For duties of the Scholarship Committee, see Article IX (Section 2f). Detailed Duties Date Everything! Publicizing Scholarships Notify Vice President of Communication of scholarship application deadline, September 30 yearly, for the LWML Web site and Montana Reflections. Prepare article for Montana Missive reminding all societies of scholarship application deadlines. Contact previous scholarship recipients notifying them of scholarship application deadlines. Occasionally prepare article for Montana Missive reminding members of the Memorial Scholarship fund. Provide scholarship information to Zone Presidents for distribution at rallies. Scholarship Recipients Review all applications to be certain deadlines are met and all requested forms are supplied. Schedule a meeting of the Scholarship Committee or distribute copies of complete applications to all committee members for determining final selection of scholarship recipients via phone or email communications. Notify the applicants receiving scholarships. Encourage applicants to reapply if not enough funds are available or if the applications were not complete. Fill out a request for scholarship funds and send to District President. When scholarship checks are received, send a check and award letter to the recipients, Provide report on scholarship recipients to Vice President of Communication for LWML Web site and Montana Reflections and to the Editor for Montana Missive. Board of Directors Attend District BOD meetings. Prepare written report (25 copies on white paper) for each District BOD meeting. Report scholarship recipients to BOD. Write an article for the Convention Manual. Keep a record of expenses (phone, postage, copies, supplies, mileage, etc.) and submit for reimbursement at BOD meetings, using voucher provided at the meeting. (See form section.) Meetings and Reports Maintain a record of your activities: articles written, materials ordered, meetings and events attended, correspondence, etc. Send a copy of all pertinent correspondence to the President. Give the Montana Manual, LWML Handbook, and records to the next Scholarship Chairman (Article VII, Section Records seven years and older should be sent to the District LWML Archivist/Historian for her to determine what will be saved and what will be destroyed. To the top of the page.

Structure Chairman General Statement of duties For general duties, see Article VII, Article IX (Section 1g), and Article XV of the Montana LWML Bylaws. For duties of the Structure Committee, see Article IX (Section 2g). Detailed Duties Date Everything! Select a Committee Committee members should have knowledge of the LWML, some knowledge of bylaws and basic parliamentary procedures, have proficiency in grammar, and have the ability to write well. Maintain District Bylaws Review District bylaws after each National Convention to keep District bylaws in line with those of national LWML. Prepare proposed amendments to present at the regular spring BOD meeting in the odd years. Submit those amendments approved by the BOD to the national LWML Structure Chairman, sending as many copies as requested and allowing time for the committee to review the amendments and reply with approval or recommendations for change prior to the February BOD meeting preceding the District Convention. If amendments are approved by the convention, update the bylaws and distribute copies to the national LWML Bylaws Chairman, the District BOD members, and each society. Maintain Montana Manual Update the Montana Manual to keep it in line with the national and District Bylaws. Add and update forms and guidelines as needed. Remove outdated information and forms; encourage each society to update its Manual as changes are made. Assist Societies with Bylaws Encourage societies to review their bylaws biennially. Review society bylaws, providing assistance as needed. Board of Directors 1. Attend District BOD meetings. 2. Prepare written report (25 copies on white paper) for each District BOD meeting. 3. Write an article for the Convention Manual. 4. Keep a record of expenses (phone, postage, copies, supplies, mileage, etc.) and submit for reimbursement at BOD meetings, using voucher provided at the meeting. (See form section.) Activities and Reports Provide information to the Vice President of Communication for the Montana Reflections and the LWML Web site. Work with the Vice President of Communication to make the Montana Manual materials available through the LWML Web site. Maintain a record of your activities: articles written, materials ordered, meetings and events attended, correspondence, etc. Send a copy of all pertinent correspondence to the President. Give the Montana Manual, LWML Handbook, and records to the next Structure Chairman (Article VII, Section 5) Records seven years and older should be sent to the District LWML Archivist/Historian for her to determine what will be saved and what will be destroyed. To the top of the page.

YOUNG WOMAN CHAIRMAN General Statement of duties For general duties, see Article VII and Article IX (Section 1h) of the Montana LWML Bylaws. For duties of the Young Woman Committee, see Article IX (Section 2h). Qualifications The YWRC is chosen from women who have attended a national LWML convention as a voting delegate or Young Woman Representative. She shall be grounded in the mission and objectives of the LWML. She shall have enthusiasm for promoting the LWML and interest in involving young women. Detailed duties Date Everything! Young Woman Representative Responsibilities Serve as the District YWR liaison to the national LWML YWR Committee, under the appropriate department. Work with the LWML YWR Committee to plan programs for the YWR at the national LWML convention if asked. Publicize the YWR application deadline, October 31, in the year preceding the national convention, in the Missive and encourage young women to apply. Receive applications for YWR. Select a committee to help choose two YWRs and at least two alternates. Report the results to the District President by December 15 of the same year. Notify those who have been chosen and those who were not selected as representatives or alternates. Encourage societies to send YWRs to each Montana District Convention. Plan special Young Woman events at the District convention. Encourage YWRs who have attended district or national LWML conventions to speak to congregations about the LWML. Promote and plan for Young Woman involvements at all District LWML events. Board of Directors Attend District BOD meetings. Prepare a written report (25 copies on white paper) for each BOD meeting when she has activities to report. Prepare a report for the Convention Manual. Keep a record of expenses (phone, postage, copies, supplies, mileage, etc.) and submit for reimbursement at BOD meetings, using voucher provided at the meeting. (See form section.) Reports and Articles Provide information to the Vice President of Communication for the Montana Reflections and the LWML Web site. Maintain a record of activities: articles written, materials ordered, meetings and events attended, correspondence, etc. Send a copy of pertinent correspondence to the President. Give the Montana Manual, LWML Handbook, and records to the next YWR Chairman (Article VII, Section 5). Records seven years and older should be sent to the District LWML Archivist/Historian for her to determine what will be saved and what will be destroyed. To the top of the page.

Young Woman Representative Information Qualifications Any mature woman who is a member of a Montana District LCMS congregation may become a Young Woman Representative (YWR) at a national LWML convention. She must be 22 to 35 years old at the time of the convention. She shall have a deep love and devotion to Jesus Christ and be willing to participate in this special program of the LWML. She must be actively involved in the work of her congregation. She shall be able to be away from home and/or work for the convention and travel time. She must be willing to study the convention material that will be provided. She shall be willing to attend all sessions of the convention, sitting with the District delegation. She will not be able to vote. She shall be willing to actively participate in the special YWR activities at the national LWML convention. She shall fill out the application and send it to the District Young Woman Chairman by October 31, the year prior to the convention. She shall ask for a recommendation from either her pastor or the local LWML society president (or someone who knows her well), calling attention to the due date. Both the application and recommendation must be postmarked on or before October 31, the year prior to the convention. Requirements She shall keep an accurate and detailed record of convention and travel expenses. She will send a report of her impressions and her convention experiences to the District LWML Board of Directors and the society or congregation that nominated her. She will commit herself to be active in her local, zone and District LWML and encourage other young women to be a part of her experience. She will write an article for the Missive (or the district publication) to show the importance of involving young women at the local, zone, district and national levels. She shall be willing, if asked, to share her convention experience in person or in writing with youth groups and at LWML district conventions, zone rallies or society meetings. General Information Travel and housing arrangements will be made and paid for by the Montana District LWML. The District President will coordinate travel plans and arrangements or may ask the YWR to do so. The Montana District LWML will pay for meals at the convention and during travel. To the top of the page.

Zone Rally Report Instructions Copy the Zone Rally Report form, fill out and mail to the Financial Secretary With the overage check (if you have an overage) And a copy of the Rally minutes. Refile this copy of this form with the following instructions In your Montana Manual. It is very important to review this page when planning the zone rally. Reminder: Rallies are not meant to be moneymaking gatherings, but they are expected to meet their expenses. It is hoped that zones will always plan rallies carefully enough to be able to pay all the expenses in connection with the rally. Unexpected situations may arise which cause the zone to experience a shortage. When that happens, District LWML assumes responsibility for those expenses, using overage money from other zones. When one zone is unable to meet its needs, the other zones – through the district – help that zone with its difficulties. This exemplifies the relationship that zones and districts enjoy. Zones are encouraged to keep registration fees low so women are not prevented from attending rallies because of the cost. Setting the registration fee requires cooperation between zone officers and the host society. The society should determine a realistic estimate of their expenses; the Zone president will submit an estimate of the officers’ expenses (and presenter’s expenses if there may be any) to the society, which then determines the registration fee. The registration fee should not be planned to create an overage. If a presenter is to be paid for presenting a portion of the program, the Zone is encouraged to follow these District guidelines: The suggested guideline for honorariums is $25 for presenting the rally program; however, LWML leaders will receive honorariums only when presenting a program outside their specific area of leadership or from special LWML workshops. Presenters who are not LWML members may be paid mileage (the mileage amount is on the voucher form). This decision is made before the registration fee is decided. When overage funds are not needed for paying shortages from other zones, they are added to the delegate fund for national LWML conventions. Occasionally as a result of the program or a report presented, the women attending a rally become aware of an immediate mission opportunity. If they vote to make donations for a specific cause or to meet a rally shortage, a free-will offering may be taken. Keep in mind we do not want women to stay away from rallies because we are “always asking for money.” The Zone Secretary-Treasurer is responsible for the rally funds. The local society’s treasurer may wish to assist her and the funds may be deposited in the local society’s account so that checks can be written to cover all expenses and submit overages to district (bills may be paid by cash). However, the Zone Secretary-Treasurer is responsible for completing this rally report form and for disbursing the funds, so the financial report will be completed the day of the rally. To the top of the page.

Guidelines for Submitting a District Mission Grant Proposal Who may submit a proposal? Any LWML member, society, district or board of the LCMS may submit proposals. Any proposal that originates elsewhere must be endorsed by one of the above groups. An LWML Mission Grant should: Extend ministry of the Word: Does it enable God’s Word to be extended or spread? Fit into plans/projections of District or Synod. Promote objectives of LWML by maintaining a missionary spirit. Be current and ready for implementation. Be well documented. Each Proposal should include three elements: (Include 12 copies of each!) I. The Resolution A. See sample after this page. B. Be concise a. State the purpose or grant goal. b. Identify the needs. c. Include a basic financial statement with amount of funds requested, itemized use of funds, and if the request is for partial funding, list the total amount and source of additional funding. II. The Information Paper (This is separate from the resolution.) A. Names and comments of people having special knowledge of the project. B. Current need. C. Assurance of continued support and maintenance separate from LWML. III. Directory of Grant Personnel – approvals and signatures. Copy the form. Who selects the proposals to appear on the ballot? The District Grants Committee evaluates all proposals and makes recommendations to the Montana District Board of Directors. The Montana District Board of Directors makes final approval for ballot. When and where to send Grant Proposals Mission Grant Proposals (12 copies) should be sent to the District Vice President of Gospel Outreach. The proposals must be postmarked October 30 of the year preceding the District Convention (odd years). Grant Proposal Form What if I have a question or need help writing the proposal properly? For advice or additional information, contact the District Vice President of Gospel Outreach or one of the District Pastoral Counselors. Their names, addresses, phone numbers and e-mails are printed in the Missive. How to Write a District Mission Grant Resolution Be specific, but brief. Include: A. Grant goals (God’s command to us) B. Grant needs C. Purpose for funds, how they are to be used D. Amount needed Sample: WHEREAS, God continues to open doors for mission work throughout the world; and (This first sentence is a statement of your goal.) WHEREAS, We must strengthen our commitment to send people who can share the message of salvation; and (The second sentence is a statement of need.) WHEREAS, The Lutheran Church – Missouri Synod Board of Mission Services has instituted a program for personalized missionary support called “Together in Mission”; and (Include a statement of purpose.) WHEREAS, This program enables us to show those whom we send that we are sharing in their ministry, thereby encouraging them in their task; and (Include an explanation of how money is to be used.) WHEREAS, Together in Mission provides an opportunity for us to work together as we strive to fulfill the Great Commission; THEREFORE, BE IT RESOLVED, that the Montana District Lutheran Women’s Missionary League assembled in convention in (City), on (Month, Days, Year), adopt as a mission grant for the (Years) biennium, (exact dollar amount) for (description or name of activity). (This paragraph must include a specific statement of amount needed.)

Questions To Consider When Reviewing Grants for the District Convention Ballot 1. Is the concept firmly established? 2. Does it have the backing of LCMS? 3. What are the other sources of funds? 4. Will it operate without LWML funds? 5. Is the grant “mission” in emphasis: Does it enable God’s Word to be spread? 6. Read beyond the words expressed in the concept paper: A. Do you have records of current operating expenses? B. Where are facilities located? C. Is there a list of the Board of Directors? D. Are there names of references to contact? 7. Check the District of origin or Synodical counterpart for additional information in questionable grants. 8. Scrutinize grants coming from other organizations that often blanket LWML Districts. They have been requested not to do this.

Honorariums and Other Policies Presenters of the program at retreats, workshops, rallies, and seminars, and leaders of sectionals at District convention will be given an honorarium; however LWML leaders will receive honorariums only when presenting a program outside their specific area of leadership. When LWML leaders present the program within their area of leadership at a retreat, workshop, or seminar, the District will pay their registration. Non-LWMLers will be paid mileage. The following is a general guideline for honorariums: 30-60 minute presentation........................$25-$50 1-2 hours...................................................$50-$75 Rally...........................................................$25 District convention: National LWML Representative.......................$100 (or as recommended by national LWML) Bible study Leader............................................$50 (If NOT District Counselor) Banquet Speaker..............................................$50 District LCMS President.....................................$25 Sectional Leader...............................................$25 (If NOT LWML Member) Because it is important to keep the registration fees for events as low as possible to enable more women to attend, event chairmen are encouraged to use the talents and abilities of women registered for the event for activities such as song leader, food preparers, etc. they will not receive honorariums. Travel and Housing Policies The following expenses of the District officers are paid by District: District Board of Directors and Executive Committee Meetings Travel to and from the meeting at 30 cents per mile. Carpooling is encouraged! Actual cost of meals traveling to the meeting and estimated cost of meals on the way home. Housing in homes is provided at no cost. If a motel is preferred, one-half the cost of a BOD member’s room is reimbursed up to $50. District Convention Housing arrangements in the designated convention motel are made by the District Treasurer (through Convention Committee personnel). Registration fees and room expenses are paid by the District Treasurer. Room expenses (any special services, such as phone calls, are paid by the individual). Registration fees, including the meal plan. Travel to and from the convention at 30 cents per mile. Other events The District President’s mileage and registration will be paid to attend rallies outside her zone. The District President’s and District Pastoral Counselors’ mileage and registration will be paid to District events. To the top of the page.

Montana District LWML Bylaws

Table of Contents

Article 1 - Structure

Article II – Object

Article III – Members

ARTICLE IV – Elected Officers

ARTICLE V – Pastoral Counselors MT Manual

Article VI – Duties of the Elected Officers

Article VII - Board of Directors

ARTICLE VIII - Executive Committee

Article IX – Appointed Officers and District Committees Current MT District LWML Officers

ARTICLE X - Convention Representation

ARTICLE XI – Publications

ARTICLE XII – Finances

To the top of the page.

ARTICLE XIII - Mission Grants

ARTICLE XIV – Parliamentary Authority

ARTICLE XV – Amendment of Bylaws

Below is from the MT Manual

President

Date Everything!

Board of Directors and Executive Committee Meetings

District Events

District Convention

Zone Events

National Convention

National Meetings

Public Relations

Record Keeping

VICE PRESIDENT OF CHRISTIAN LIFE

GENERAL STATEMENT OF DUTIES

DETAILED DUTIES

Date Everything!

EDUCATIONAL ACTIVITIES

REPORTS AND ARTICLES

BOARD OF DIRECTORS

RECORD KEEPING

VICE PRESIDENT OF COMMUNICATION

GENERAL STATEMENT OF DUTIES

DETAILED DUTIES

MEDIA AND MARKETING ACTIVITIES

BOARD OF DIRECTORS

RECORD KEEPING

Vice President of Gospel Outreach

Processing Grants

Educational Activities

Board of Directors

Reports and Articles

Record Keeping

Vice President of Human Care

World Relief Drive

Educational Activities

Board of Directors

Reports and Articles

Record Keeping

Vice President of Servant Resources

Educational Activities

Board of Directors

Reports and Articles

Record Keeping

Recording Secretary

Detailed Duties

Recording Minutes

Roll Call

Board of Directors

Record Keeping

Treasurer

Record Keeping

Disbursements

Board of Directors

Reports and Articles

Chairman of the Nominating Committee

Obtain Nominations for Offices

Convention Responsibilities

Board of Directors

Record Keeping

Junior and Senior Pastoral Counselors

General Statement of duties

Detailed Duties

Date Everything!

Article IX – Appointed Officers and District Committees
Current MT District LWML Officers

Questions To Consider When Reviewing Grants
for the District Convention Ballot