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BOARD
HANDBOOK
The Board Handbook is a basic reference source for OLLI Board members,
officers, committee chairs, and the executive director and staff. This
version is current as of May 3, 2009.
A. OLLI Purpose and
Organization
Mission
(Bylaws,
Article II.1.)
The
mission of the Institute is to offer to its members learning
opportunities in a stimulating environment in which adults can:
- share their
talents, experiences and skills,
- explore new
interests;
- discover and
develop latent abilities,
- engage in
intellectual and cultural pursuits, and
- socialize with
others of similar interests. [Back to Contents]
Guiding
Principles
(Bylaws,
Article II.2.)
To
accomplish its mission, the Institute is guided by the following
principles. The Institute:
- provides
noncredit, non-degree-granting programs, as well as special, cultural
and social events;
- is governed by
its members through an elected Board of Directors;
- functions
as an intellectual cooperative in which members volunteer as planners,
instructors, organizational officers and committee members;
- serves
as an important resource and forum for the discussion of current issues
and concerns of its members and the community; and
- is an
affirmative action, equal opportunity, nonprofit institution. [Back to Contents]
Underlying
Instruments
1.
The Osher Lifelong Learning Institute (OLLI) at George Mason University
(Mason) is a non-profit entity holding a 501(c)(3) designation from the
Internal Revenue Service for purposes of education. OLLI was
incorporated in 1991 as a Non-Stock Corporation under Virginia’s
Non-Stock Corporation Act. This statute imposes certain requirements on
non-stock corporations relating to governance, membership, annual
meetings, etc. These issues are addressed in the OLLI Bylaws.
2.
The principal requirements of an organization of the type of 501(c)(3)
designation the Institute has received are:
- OLLI is
organized exclusively for educational purposes;
- No net earnings
shall be distributed to its members; and
- OLLI abides by
restrictions on lobbying.
3.
OLLI applied in 2000 for an election under section 501(h) of the IRS
code to permit it to expend limited funds to influence legislation
(rather than demonstrate an insubstantial level of lobbying activity,
the standard without the optional election). Organization funds may not
be expended to support political campaigns or candidates. Funds
expended under 501(h)
are reported annually on the OLLI Form 990. To date, OLLI has expended
only minimal resources in support of George Mason University.
4. The bylaws, which
were last approved by the general membership in 2006, are OLLI’s
principal operating instrument.
5. Section G
of this Handbook provides more detail on OLLI’s incorporation
and its legal designations, as well as the order of preference (or the
hierarchy of legal authority) applying to the Institute. The
attachments contain the full text of the relevant legal documents (see table of contents) and of the Mason-OLLI
Affiliation Agreement
described below. [Back to Contents]
Affiliation
with
George
Mason
University
OLLI
is recognized by George Mason University as a professional organization
affiliated with the University. Lilyan Spero signed the first
Affiliation Agreement on February 14, 1994. The current governing
instrument is a renewable five-year Mason-OLLI Affiliation Agreement
signed in September 2007 and valid until June 30, 2012. The agreement
defines the
responsibilities and commitments of each party. [Back to Contents]
Other
Affiliations
Bernard
Osher
Foundation
OLLI
is one of many LLIs that have received support from the Bernard Osher
Foundation, www.osherfoundation.org.
Three
grants
of $100,000, $100,000
and $50,000 have been used to repair and update existing physical
facilities (including construction of additional restrooms and roof
repair at Tallwood), installation of modern audiovisual equipment in
classrooms, and financing the first year and a half of the cost of
hiring an executive director. OLLI has also been awarded a $1 million
endowment; these funds have been invested by the George Mason
University Foundation. OLLI began receiving an annual interest payout
in 2007. These earnings will be considered
revenue available for operations.
The
National Resource Center for the Osher Lifelong Learning Institutes,
located at the University of Southern Maine, is the national center for
the network of OLLIs throughout the nation. It serves as a center for
excellence and dissemination of best practice models. See www.usm.maine.edu/olli/national.
Elderhostel
Institute
Network
OLLI
is a member of the Elderhostel Institute Network (EIN), a voluntary
association of LLIs founded by Elderhostel, Inc., a nonprofit
organization dedicated to providing educational opportunities to older
adults. EIN exists to promote communication and provide resources to
LLIs. It serves as a source of information about what other LLIs are
doing. See www.elderhostel.org/ein/intro.asp.
[Back
to
Contents]
OLLI
Slogan
Broadening
Horizons Together. The Publications Committee will determine when the
slogan is used, based on publications design, appropriateness and other
factors. [Back to Contents]
Membership
(Bylaws,
Article III,
V)
Members
Under
the bylaws, there is one class of members: voting members. In
compliance with the bylaws provisions, the Board determines the
qualifications, dues, terms, and other conditions of membership.
Qualifications
and
Terms
Members
are persons who subscribe to the mission and guiding principles of the
Institute and pay dues in accordance with procedures established by the
Board of Directors. Since the Institute is run as a cooperative,
members are encouraged to volunteer, as much as they are able, to
assist in the operations of the Institute.
Dues
In December 2006, the
Board approved an increase in dues from $280 to $350 effective with the
spring 2007 term. There was no change in dues for 2008, and in November
2008 the Board approved the same $350 dues level for calendar year
2009.
This dues level enables a "full" member to take an unrestricted number
of courses and
special events (space permitting) at Fairfax, Reston and Loudoun during
four OLLI terms. In September 2008 the Board endorsed the executive
director's plan for Loudoun participants to become OLLI members
starting in fall 2008 at a separate dues structure of $125 per year for
Loudoun courses only. [Back to Contents]
Membership
Meetings
Members
vote at general membership meetings (or by ballots mailed in connection
with such a meeting) on bylaws or amendments to them and to elect Board
members, and on any other matters the Board brings before them. Voting
on all other matters is expressly reserved for the Board of Directors.
An annual membership meeting must be held in the spring. Town meetings
may be called periodically at the discretion of the president.
OLLI Member Handbook
Issued
periodically by the Publications Committee, the Member Handbook
provides information about OLLI useful to new members, including the
value of friendship, the importance of volunteering in the life of the
Institute, and the nature of OLLI volunteer opportunities. While the
Member Handbook does not have policy status, it is recommended that
each Board member keep a copy of the Member Handbook with their Board
Handbook. [Back to Contents]
B. Board Structure
and Process
Governance
Function
(Bylaws,
Article IV.6.)
1.
The OLLI Board of Directors provides for the governance of the
Institute. The bylaws provide that the Board shall:
- propose changes
in the bylaws;
- establish the
policies of the Institute;
- determine its
mission, purposes and programs;
- ensure adequate
resources and approve budgets;
- develop a
vision for its future;
- provide
strategic direction;
- determine
qualifications, dues, terms, and other conditions of membership;
- establish the
Institute’s fiscal year; and
- designate a
statutory office and agent.
2.
The Board also reviews and approves the annual audit report.
3.
Once policy is established by the Board, it is the responsibility of
individual committees, working collaboratively with the executive
director, to develop guidelines and procedures for the implementation
of such policy.
4.
In 2005 the Board developed a job description and hired an executive
director. If for any reason that should change in the future, the Board
has the authority to employ appropriate staff on behalf of the
Institute. [Back to Contents]
Composition
(Bylaws,
Article IV.1.)
OLLI
has an 18-member Board of Directors; one-third are elected each year
for three-year terms. Ex officio and honorary members may be appointed
by the Board, but they neither vote nor second motions. The executive
director is an ex officio member of the Board. Currently, Lilyan Spero,
founding member and senior president emeritus, is an Honorary Director
for Life. The immediate past president, if he or she does not continue
as a director, serves as an ex officio director for one year. If a
standing or ad hoc committee chair is not a director, the chair is an
ex officio member for as long as he or she holds that position.
Nomination
and Election of Directors and Officers
(Bylaws,
Article IV.2-3.)
1.
Each year, a Nominating Committee recommends members to be candidates
for the Board of Directors, asking for recommendations from current
directors in the process, and conducting the election of directors and
officers. Voting is by secret ballot. The Board develops and publishes
procedures and guidelines for the selection, nomination and election of
directors and officers. See the bylaws for more detail
on nominations
and the election process. Section D of
this Handbook contains the
Board-approved procedures and guidelines to be followed by the
Nominating Committee. Only provisions involving directors are
summarized here.
2.
The president appoints a Nominating Committee chair by January 14; the
Board approves the appointment. The chair, with the Board’s approval,
appoints two directors and at least three persons from the general
membership to serve on the committee. Members of the committee are not
eligible to be candidates for director or officer during the upcoming
year. The slate of Board candidates is announced at the March Board
meeting. Once the results of elections are tallied and certified, the
Nominating Committee notifies the nominees of the successful candidates
and announces the results to the membership.
3.
Officers are elected by the Board. Within 14 days following the
election of directors, the Nominating Committee submits to the Board
the names of potential officers it believes are willing to serve. The
Nominating Committee conducts the election of officers at the first
meeting of the Board held within four weeks after the closing date of
the elections. [Back to Contents]
Terms
and
Conditions
(Bylaws, Articles IV, 4-5, 7.,
VIII.3.)
1.
A director’s three-year term begins with the first meeting of the Board
after the annual elections. Directors are limited to two consecutive
terms (unless immediately prior they have served for one year or less).
After a two-year absence from the Board, an individual may serve again.
2.
A director may resign by notifying the secretary in writing; the
resignation takes effect at the time specified by the director. When a
non-officer vacancy occurs, the president appoints, and the Board
approves, a member to fill the unexpired term. Officers and appointed
directors may be removed from their positions for cause by a two-third
majority of the Board. See Section E under "Ethical
Standards" on
removal for cause.
3.
Directors and officers serve without compensation except for reasonable
expenses as established by the Board. Directors, officers, and
employees of the Institute, when acting on behalf of the Institute, are
indemnified and held harmless for their actions to the full extent
allowed by law. See Section F on indemnification
and insurance coverage. [Back to Contents]
Board
Procedures
(Bylaws,
Article V)
1.
The Board meets as often as required; current practice is to meet
monthly on the third Friday. Meetings are announced by the secretary
two weeks in advance of the meeting. Meetings may be called by the
president, the Executive Committee, or at least one-third of the
directors. In 2006-07 the Board began holding occasional meetings at
campuses other than Tallwood.
2.
A majority of directors in office and eligible to vote constitutes a
quorum. Decisions are made by majority vote of those voting. Directors
are permitted to participate by conference telephone and be counted
toward a quorum; see the bylaws, Article V.1.c.
The
executive
director
will make arrangements for those directors who request this option. On
proposed resolutions circulated before the meeting, directors may
submit absentee ballots in writing to the secretary; such votes are
valid only for the original resolution or ballot. Voting by proxy is
not permitted.
3.
Board meetings are open to the membership with the exception of
executive sessions and retreats. Issues related to personnel, staff pay
or other matters determined by the Board to be confidential are always
discussed in executive session.
4.
The Board agenda generally includes an opportunity for comments from
non-Board members. The transparency policy for Board operations governs
notice of Board meetings and provision of the proceedings of Board
meetings to the general membership. See Section E under "Ethical
Standards" for the text of the transparency policy.
5.
The president and the executive director are responsible for
development of Board meeting agendas. Policy issues should generally
first be referred to the appropriate standing committee or to an ad hoc
committee for a report with recommendations to be submitted to the
Board within a prescribed time, preferably in writing and in advance of
the Board meeting. Decisions are to be recorded accurately in the
minutes of meetings and, where they affect organization or overall
policy, will be included periodically in this Handbook.
6.
The president may call a retreat for the Board when it seems
appropriate. The Board may hold orientation sessions for new Board
members. [Back to Contents]
Officers
(Bylaws,
Article VI)
The
president, vice president, treasurer and secretary are elected for
one-year terms by directors at the first Board meeting following the
annual election. Officers are limited to two consecutive terms in the
same office. See the bylaws, Article
VI.2.b., for an exception if
candidates for certain officers cannot be found. In the case of an
officer vacancy, the Board elects a new officer to complete the
unexpired term. The duties of the four officers are as follows:
President
The
bylaws provide that the president
- is responsible
for the governance of the Institute;
- presides over
all official business meetings;
- supervises the
executive director;
- serves as chair
of the Board;
- serves as
principal spokesperson, but may delegate that responsibility;
- fills any
vacancies on the Board; and
- appoints
standing and ad hoc committee chairs (Nominating Committee chair by
January 14).
The
president also
- develops Board
agendas with the executive director;
- prepares an
annual report with the executive director, delivers it to membership at
the annual membership meeting; and
- chairs the
Executive Committee. [Back to Contents]
Vice
President
The
bylaws provide that the vice president
- fulfills the
duties of the president if the president is unable to do so; and
- takes on such
duties as the president and vice president determine between them.
Treasurer
The
bylaws provide that the treasurer
- is responsible
for overseeing the development of the annual operating budget;
- reviews
accounting procedures and controls at least annually to provide
reasonable assurance that accounting and bookkeeping transactions are
properly recorded;
- presents
written financial reports to the Board periodically;
- presents a
financial statement at annual membership meetings; and •oversees an
annual independent audit.
The
treasurer also
- chairs the
Finance Committee; and
- works
with the executive director to ensure the budget development process
includes inputs from committee chairs and others whose activities may
involve expenditure of OLLI funds, presentation of budget assumptions
for Board approval, and opportunity for directors and interested
members to comment on a draft budget for the upcoming year. [Back to Contents]
Secretary
The
bylaws provide that the secretary
- is
responsible for assuring that accurate records are prepared and
maintained of meetings of the Board, Executive Committee and the
general membership, including policy and administrative decisions made
by these bodies;
- functions as
the archivist and authenticates records of the Institute;
- serves as
parliamentarian;
- notifies
directors of the time and place of Board meetings;
- complies
with the timing and nature of notice requirement to the general
membership for the annual spring membership meeting, any other general
membership meetings, and the closing date of the elections; and
- notifies
Directors promptly of all actions taken by the Executive Committee.
The
secretary also
- is responsible,
with the executive director, for compliance with the transparency
policy for Board operations;
- prepares and
distributes to the Board the monthly Committee Report Summary;
- prepares
highlights of Board meetings, retreats and membership meetings for
publishing in newsletters to inform the membership;
- prepares
periodic updates of this Board Handbook; and
- maintains
sequential and topical files of all resolutions passed by the Board
since the most recent update of this Handbook. [Back to Contents]
C. Board-Staff
Relations
Executive
Director
The
job description for the executive director was approved by the Board on
Oct 24, 2007 for use in search and selection of a new
executive director and is effective Jan 1, 2008.
Position
Summary
The executive director (ED) serves as the chief paid staff employee and
is responsible for the management of the Osher Lifelong Learning
Institute (OLLI or the Institute) at George Mason University (Mason).
The Institute is a nonprofit organization that exists to offer its
members intellectual and cultural experiences in a stimulating
environment for older adults. The Institute provides non-credit,
non-degree-granting programs, as well as special cultural and social
events, and encourages active participation by members in a voluntary
capacity.
The ED reports to the president and is accountable to the Board of
Directors (the Board) and is responsible for managing the Institute’s
operations and supervising its staff. The ED is an ex officio member of
the Board and of various committees.
Leadership of the Institute is shared by the President, Board and ED.
The Board determines the mission, provides for its governance and sets
policies. The ED contributes to the work of the Board and implements
the policies and programs in accordance to its mission. [Back to Contents]
Specific
Responsibilities
Supports the Board
and its Committees
•
Assists the President with agenda
planning, background
materials, and such other help as the President may request
•
Provides staff support to the Board and
its committees
•
Supports and contributes to planning
activities
•
Attends Board meetings and reports
regularly on issues,
progress, problems
•
Facilitates activities and coordination
among
committees and with volunteers
Oversees Operations
•
Manages day-to-day activities
•
Manages human resources, facilities,
office space,
related activities and develops office and personnel policies
Implements the
Program
•
Facilitates program development in
advance of each term
•
Supports and assists Program Committee
and resource
groups
•
Facilitates and supports program, course
and instructor
evaluations
•
Develops and facilitates contacts at
Mason and a
variety of other institutions and sources for program development ideas
[Back to Contents]
Manages Financial
Operations
•
Operates within the approved annual
budget and approves
routine expenditures
•
Helps assure financial integrity through
proper
recording and safeguarding procedures
•
Oversees relationships with outside
contractors
•
Supports the Treasurer and Finance
Committee in
developing the annual budget
•
Supports and contributes to fund raising
programs
Promotes Membership
•
Supports and facilitates recruitment of
new members
•
Assesses member needs and wants
•
Promotes member satisfaction
Promotes Community
Relations
•
Facilitates relationships and
communications with
Mason, its schools and colleges, and the Mason Foundation
•
Serves as OLLI’s representative with the
Bernard Osher
Foundation, other foundations and institutes, local governments, civic
groups, and think tanks [Back to Contents]
Other
Staff
Other
OLLI staff are part-time hourly employees. Complete position
descriptions are on file in the Tallwood office. Summaries of staff job
descriptions are included here.
Administrator
Reports to:
Executive Director
Supervises:
Administrative Assistants
Status: Part
Time/Hourly
Summary of Duties:
The
administrator
- Is
responsible for the efficient day-to-day functioning of the Tallwood
site, and providing oversight as necessary for the Reston/Lake Anne
site;
- Orders
supplies; secures needed maintenance services from George Mason
University Physical Plant Department as required; and solicits
bids/proposals, as necessary, for maintenance and infrastructure
services from outside vendors;
- Serves
as the OLLI registrar, and is responsible for all facets of member
registration and other elements of the member database and email groups;
- Generates all
standard and custom reports necessary for the operation and evaluation
of the OLLI education program;
- Is
responsible for the transmission and dissemination (in print and
digital form) of OLLI communications (e.g. OLLI E-News, President’s
Messages);
- Organizes and
leads special projects such as Teacher, Volunteer and Physical Plant
appreciation events, etc.; and
- Performs other
duties as shall from time to time be assigned by the executive
director. [Back to Contents]
Program
Associate
Reports to:
Executive Director
Status:
Part-Time/Hourly
Summary of Duties:
The
program
associate
- Provides
support to OLLI Resource Groups, the Program Committee, and the Program
Review Committee;
- Attends
all meetings of these groups, records minutes, and works with the
Resource Group chairs to develop OLLI educational programs;
- Maintains and
periodically circulates draft term schedules;
- Collects,
writes and edits, as necessary, course descriptions and other catalog
content; and works with volunteers to produce the four OLLI catalogs
each year;
- Maintains a
database of all OLLI presenters and processes thank you letters after
each course or term, as necessary;
- Supports the
Liaison Committee; and
- Performs other
duties as shall from time to time be assigned by the executive
director. [Back to Contents]
Finance
Associate
Reports to:
Executive Director
Status:
Part-Time/Hourly
Summary of Duties:
The
finance
associate
- Is responsible
for all financial operations of OLLI;
- Works
closely with the executive director and the treasurer to ensure that
OLLI’s financial records and practices are in conformity with all
appropriate laws and regulations governing a non-profit corporation;
- Develops and
maintains the OLLI Accounting and Financial Procedures Manual;
- Maintains and
updates financial records as required;
- Receives,
reviews for accuracy, processes and prepares checks for all
invoices/payables;
- Places
orders for special items (bus reservations, theater tickets, etc) in
support of OLLI Special Events and maintains records of revenue and
expense for each such activity;
- Prepares all
required financial reports and related documents for the monthly Board
of Directors meeting;
- Assists the
executive director in preparation of the annual operating budget;
- Serves as a
liaison with the George Mason University Foundation as regards the OLLI
grants/endowment;
- Serves
as liaison with the University in matters relating to both payment for
services and ordering, when necessary, items under
University/Commonwealth purchasing systems;
- Monitors all
OLLI contracts;
- Compiles data
and other records/materials in support of the annual OLLI audit; and
- Performs other
duties as shall from time to time be assigned by the executive
director. [Back to Contents]
Administrative
Assistant
(Tallwood
and Lake Anne)
Reports to:
Administrator
Status:
Part-Time/Hourly
Summary of Duties:
The
administrative
assistants
- Are
responsible for all classroom set-up and take-down at OLLI sites (and
the occasional off-campus sites) where OLLI classes are taught;
- Work with
coordinators and instructors to ensure that audiovisual and other
instructor needs are met;
- Pick up
instructor hand-outs from the Print-Shop;
- Perform other
housekeeping duties in support of the efficient operation of the
teaching program;
- Are responsible
for ensuring that adequate refreshments are available to OLLI members
when classes are in session
- At Tallwood,
performs clerical duties in the office as time permits; and
- Perform other
duties as shall from time to time be assigned by the administrator or
the executive director.
Other
It
may be necessary to add additional staff on a temporary or permanent
basis. In such instances, the executive director will seek
authorization from the Board before increasing staff beyond approved
levels. If an increase in staffing levels is approved, it is understood
that any new hire will be part time. [Back to Contents]
D. Committees
Executive
Committee
(Bylaws,
Article VII.1.)
The
Executive Committee (consisting of the president, vice president,
secretary and treasurer) is empowered to make policy decisions between
Board meetings, but only in instances necessitating timely Board
decisions. All such actions must be reported promptly to the full
Board. Recent presidents have also asked the other officers for advice
in preparing Board agendas. [Back to Contents]
Other
Committees
(Bylaws,
Article VII.2-3)
1.
The Board may establish standing and special (ad hoc) committees.
Chairs are named by the president; members of committees are named by
their chairs. Chairs of standing committees continue until they resign
or are replaced by the president. Ad hoc committees are organized to
accomplish a specific task and given a time limit. Officers are ex
officio members of all committees except the Nominating Committee. All
committees welcome the attendance of any Institute members unless the
meeting is held in executive session. Chairs are encouraged to schedule
meetings far enough in advance to allow them to be included in the
office’s long-term schedule and publicized in OLLI E-News.
2.
In announcing Board meetings, the secretary also calls for submission
of committee reports and Board action items from all committees by a
certain date. The secretary compiles these, together with the executive
director’s report, in a Committee Report Summary to be distributed to
the Board in advance of each regular Board meeting. [Back to Contents]
Nominating
Committee
(Bylaws, Articles IV, 2-3, VI.2.,VII.3)
The
bylaws call for a Nominating Committee and describe some of its duties.
Provisional Nominating Committee Procedures and Guidelines are included
as Attachment
8 to this Handbook. [Back
to
Contents]
Standing
Committees
The Board has approved the establishment of the following standing
committees.
Audiovisual Support Communications
Development Finance
Landscaping
Membership Planning
Program
Program
Review Presidential Appointments
Audiovisual
Support
Committee
Mission:
Ensure effective classroom environments by assisting the staff in
maintaining and improving classroom audiovisual and
computer/information technology equipment.
Responsibilities:
• Work with staff to identify what instructors and
presenters want to do with AV and computer equipment, and the kinds of
problems encountered;
• Work with staff and any technical consultants to
improve sound quality, eliminate audio feedback, and connect visual
sources to projected video images;
• Establish appropriate standards for equipment
settings and for locations of commonly needed tools on OLLI laptops;
• Add appropriate labels to remote controls and
corresponding equipment; add instruction manuals to laptops where
appropriate;
• Work with staff and consultants on training on how
systems work and problem solving; and
• Advise on audiovisual and computer equipment budget
and acquisition.
Membership:
The chair recruits several members with appropriate qualifications and
experience (the Tom Swift Squad/AV Helpers group).
Chair:
Appointed by the president. [Back
to
Contents]
Communications
Committee
Mission:
Provide timely, useful and cost-effective non-emergency communications
with the membership and publications production support to the staff
and Board.
Responsibilities:
• Oversee OLLI Catalog, OLLI E-News, the OLLI Website
and other publications to assure their consistency, accuracy,
attractive appearance and conformity with professional journalistic
standards;
• Initiate and encourage submission of articles and
notices for OLLI E-News
related to OLLI and its affiliated
organizations deemed of interest to the membership;
• Provide an electronic forum in OLLI E-News for
members to communicate their comments, suggestions and concerns about
the Institute to their fellow members as well as to the leadership;
• Develop policies, procedures and guidelines to
ensure that all publications contain only materials appropriate for
dissemination to the membership, and if the material is intended for
release on the Website, that the content is appropriate for an external
audience and does not include privacy information;
• Provide technical and editorial support upon
request to officers, staff and committee chairs in the preparation of
the quarterly catalog of OLLI courses, Fairfax Ink, Poets of Tallwood,
the Membership Directory, and Member Handbook as well as brochures,
invitations, flyers and other materials for special purposes, including
any publications intended for dissemination beyond the membership; and
• Budget for all OLLI publications in coordination
with appropriate committee chairs responsible for the content.
Membership:
The chair recruits an average of 15 to 20 volunteers to serve as
editors, proofreaders, writers, graphic artists, and Website/HTML
experts.
Chair:
Appointed by the president. [Back
to
Contents]
Development
Committee
Mission:
Plan and coordinate, in concert with the executive director, all fund
raising activities for OLLI.
Responsibilities:
• Prepare and monitor a Development Plan (Fund
Raising Plan) for OLLI;
• Design and conduct the Friends of OLLI annual fund
raising campaign;
• Identify and organize to pursue appropriate grant,
contracting, sponsorship and other related fund raising activities;
• Develop and maintain relationship with the George
Mason University Foundation and the University’s development office in
matters relating to philanthropic fund raising; and
• Advise the OLLI Board and the president on matters
relating to development/fund raising, including special/individual fund
raising solicitations.
Membership:
Two to four members selected through chair appointment.
Chair:
Appointed by the president. [Back
to
Contents]
Finance
Committee
Mission:
Oversee
the
financial
activities of the institute to assure its fiscal soundness.
Responsibilities:
• Assist the treasurer and the executive director in
the preparation of an annual operating budget for approval by the Board
of Directors;
• Assist the treasurer and the executive director in
the monthly review of operating financials;
• Assist the treasurer in periodic review of the
organization's accounting procedures and controls to provide reasonable
assurance that accounting and bookkeeping transactions are properly
recorded; and
• Assist the president, executive director and
treasurer in negotiation of outside agreements; i.e., the Mason
Affiliation Agreement, the Mason Lease Agreement, the Mason Foundation
Affiliation Agreement, the Fairfax Swimming Pool Parking Lease, the
Washington Baptist Church Lease Agreement, et. al.
Membership:
Three to five members appointed by the chair.
Chairperson:
Treasurer. [Back to Contents]
Landscaping Committee
Mission:
Provide an attractive, changing outdoor environment for the Tallwood
campus in the area surrounding the buildings and parking lots.
Responsibilities:
• Budget for building and maintaining garden beds;
• Design each garden as an outdoor classroom;
• Prepare each garden for proper sustenance of plants
as well as for changing sight lines;
• Provide areas for socializing;
• Acquire the most reliable plant materials;
• Install plants, hardscape, structures and other
materials; and
• Maintain the gardens year ‘round with tools stored
in shed.
Membership:
Chair recruits and trains "Dirty Knee Club" volunteers as needed.
Chair:
Appointed by the president. [Back
to
Contents]
Membership
Committee
| Note:
In June 2008 the Board approved a Membership Committee without
hospitality responsibilities, with hospitality efforts to be led by a
separate Hospitality Committee; specific mission and responsibilities
of the Hospitality Committee have not yet
been published. |
Mission: Promote membership
recruitment, retention and satisfaction; provide certain member
services at the Tallwood, Reston and Loudoun-Sterling locations.
Responsibilities:
•
Recruit
members
through marketing, publicity, placement of materials,
booths at community and senior fairs, a speakers’ bureau, encouraging
members to promote OLLI to friends and acquaintances, and other
appropriate means;
•
Arrange
for
liaisons in each class to introduce instructors, make
announcements, monitor attendance and solve problems or seek staff help
for same;
•
Arrange
social
events and provide refreshments at OLLI meetings and
events such as the New Members Coffee, the annual Holiday Party, Town
Meetings, etc.;
•
Develop
human
interest articles for the OLLI
E-News;
•
Ensure
that
needs, concerns and suggestions of members are addressed
through a variety of communication methods;
•
Encourage
more
social activity among members by facilitating small
interest group development, and extend programming to include social
components;
•
Organize
volunteers
to assist in the OLLI Tallwood office;
•
Maintain
volunteer
aspects of social rooms or areas such as exhibits,
bulletin boards and lending libraries;
•
Provide
member
services at the Reston site, including recruitment,
social activities, communication (such as a quarterly open meeting),
and liaison with the chair of the Reston Resource Group;
•
Provide
member
services at the Loudoun-Sterling site, to include
continued development of the pilot project, recruitment, publicity,
social activities, communication, program development in coordination
with a Loudoun-Sterling Resource Group and the staff; and
•
Report
to
the Board and make any needed recommendations on member
services at Tallwood, Reston, and Loudoun-Sterling.
Membership: Through volunteer
offers or appointed by the chair in sufficient
numbers to cover all functions, including any subcommittees.
Chair:
Appointed by president.
[Back to Contents]
Planning
Committee
Mission:
Provide
both
short
range planning (up to three years) and strategic planning (three to
five years)
for OLLI.
Responsibilities:
• Prepare and monitor a Short Range Plan for OLLI, to
be reviewed and updated annually; the first year of the plan is the
operational plan and when approved by the Board, will be implemented by
the executive director;
• Prepare and monitor a Strategic Plan for OLLI, to
be reviewed and updated annually;
• Advise the OLLI Board and the president on matters
relating to the operational plan and the Strategic Plan;
• Provide facilities planning, and start-up planning
and support for any new OLLI sites; and
• Monitor and plan for the OLLI inclusion in the
proposed University Based Retirement Community (UBRC) at George Mason
University.
Membership:
Six to ten members appointed by the chair.
Chair:
Appointed by the president. [Back to Contents]
Program
Committee
Mission: Serve as a forum for
communication and information exchange by chairs of OLLI Resource
Groups.
Responsibilities:
• Plan and coordinate all term educational programs,
special events, travel programs, and programming for all OLLI locations;
• Review OLLI Reston and OLLI Loudoun-Sterling to
ensure program complementarity and inter-site support; and
• Support the work of class liaisons and serve as
point of contact between the OLLI staff and individual Resource Groups.
Membership:
Consists of the chairs of the individual Resource Groups. These
Resource Groups, representing each of the academic discipline
categories listed in the OLLI catalog, are made up of member volunteers
who meet two or three times a year to share ideas for future courses.
Members of these groups work to develop and implement courses each
session. The chairs of these groups—along with the chairs of Reston and
Loudoun-Sterling Resource Groups, Special Events and Travel—meet as the
Program Committee to coordinate future programs. The executive director
and the program assistant also attend Program Committee meetings.
Meetings are held quarterly.
Chair:
Selected by the president with input from the Program Review Committee.
The chair of the Program Committee is automatically a member of the
Program Review Committee. [Back to Contents]
Program
Review Committee
Mission:
In
concert
with the executive director, oversee all aspects of the OLLI
educational program; oversight extends to all present and future OLLI
locations.
Responsibilities:
• Assure that OLLI program offerings meet
basic/established quality standards;
• Conduct ongoing review and evaluation of the OLLI
educational program, and make recommendations for program
modification/improvement;
• Initiate research projects, analyses of data, pilot
tests, and other such initiatives relating to the OLLI educational
program;
• Review and approve of executive director’s
recommendations for the award of OLLI scholarships to George Mason
Colleges, schools, institutes, etc.;
• Provide input to OLLI staff in planning the annual
Teacher Appreciation event; and
• Make budget recommendations relating to the OLLI
educational program.
Membership:
Three to five members. The chair of the Program Committee is
automatically a member of the PRC. The executive director and the
program assistant also attend PRC meetings. Meetings are held as
needed, bi-monthly at a minimum.
Chair: Both
the chair and members of the PRC are appointed by the president.
The chair of the PRC must be a past or current Board member. [Back to Contents]
Presidential
Appointments:
OLLI
Historian
Mission:
Update earlier OLLI histories; with the secretary and executive
director, determine what OLLI records and materials should be retained.
OLLI
Representative
to
Arts at Mason Board
Mission:
This position was requested by the Mason College of Visual and
Performing Arts, beginning in 2007, to provide representation and
support from OLLI for this Mason program.
University
Liaison
Mission: With the president
and executive director, maintain good and effective working
relationships between OLLI and George Mason University. [Back
to Contents]
E. Other Board
Policies
Decisions
and directions of the Board are implemented by the executive director
and staff, the four officers, and several standing committees. Persons
performing jobs in these capacities are either OLLI volunteers or
employees. This section reflects policy decisions made by the Board
that have continuing applicability and that are not reflected in other
parts of this Board Handbook. [Back to Contents]
Ethical
Standards
Conflict
of
Interest
1.
All OLLI directors, committee chairs, and employees should be
scrupulously careful to avoid any real or perceived conflicts between
their actions in fulfilling their responsibilities and personal gain.
2.
Any director, committee chair, or employee who deems an upcoming vote
or decision to pose a real or perceived conflict of interest should
disclose this information and abstain from making the decision,
influencing the discussion or voting.
3.
Directors or committee chairs who are uncertain as to whether an action
represents a conflict of interest should request a decision on the
issue from the OLLI Board. Employees who are uncertain as to whether an
action represents a conflict of interest should request a decision on
the issue from the executive director. The executive director, if
uncertain, should request a decision from the Board.
4. The following
situations, though not comprehensive, are offered as examples of
activities to avoid:
- Seeking
monetary gain for self, family, or friends
- Voting on
projects that involve personal financial gain
- Accepting
personal gifts or favors of more than nominal monetary value [Back to Contents]
Conflict
of
Interest
–
Instructors
1.
Instructors or coordinators presenting OLLI courses or special events
may not promote or sell products or services in which they have a
financial interest except under the following conditions.
a. A person presenting
an OLLI course or special event may:
- Mention
or describe products or services by generic categories that are
relevant to the subject matter of the course or special event, even if
the presenter has a financial interest in a product or service falling
within the generic category.
- Mention
books, web sites or other widely available sources of information that
are relevant to the subject matter of the course or special event, even
if the presenter has a financial interest in the source of information,
provided the presenter identifies his or her interest.
b.
OLLI may arrange with a presenter of a course or special event to sell
his or her book, music, song or other work that is the central focus of
the course or special event at the close of or immediately following
the course or special event and, in the case of books, to allow signing
by the author. OLLI may procure copies of the item from an authorized
sales outlet and collect funds from the sale, provided it is
established beforehand that OLLI will be reimbursed for any unsold
copies.
2.
Any questions of interpretation related specifically to instructors
shall be referred to the chair of the Program Review Committee. [Back
to Contents]
Removal
for
Cause
1.
The bylaws specify that officers and appointed directors may be removed
from their positions for cause by a two-third majority of the Board.
One or more of the following conditions may be used as justification
for removal for cause:
- Failure
to attend at least six regularly scheduled meetings in a 12-month
period without adequate excuse (as determined by the Board).
- Violation of
ethics policies, including the Conflict of Interest policy.
- Serious
personal or professional misconduct including felony conviction.
- Failure to
renew membership or non-payment of dues.
2.
Removal for cause may be voted upon at any regular Board meeting or at
a special meeting called for the purpose, at which a quorum shall be
present. Reasonable notice of the time, place, and object of any such
meeting shall be given in the manner prescribed in the bylaws, to the
Board members, and to the director or officer against whom charges are
to be presented. Such director or officer, shall, at the same time, be
informed in writing of such charges, and at such meeting shall have an
opportunity to be heard in person, by counsel, and by witness, in
regard thereto.
3.
The Board of Directors may entertain charges against any officer or
director. The Board’s decision is final and no further action is
required for removal of an officer or a director who has been appointed
to fill a vacancy. However, if the director was elected by the general
membership, then the vote for removal must be approved by a majority of
the general membership at a special membership meeting called for that
purpose. The meeting notice shall state that the purpose, or one of the
purposes, of the meeting is removal of the director and comply with the
notification, quorum, and voting requirements of the bylaws. (Virginia
Code, Title 13, Chapter 10, 13.1-860). [Back to Contents]
Transparency
1.
The Board of Directors endorses the principle of organizational
transparency in matters relating to OLLI finance and governance.
Transparency is operationally defined for OLLI as:
- Posting
of the OLLI IRS Form 990, Annual Audit, and Annual Report on the OLLI
website and periodically publicizing the location of this material.
- Making
copies of the minutes of Board meetings, with non-confidential
attachments, available by email to OLLI members who request them.
Minutes will be sent to requesting members following provisional
approval via email by the Board. These documents will also be posted or
available in hard copy at all major OLLI locations. However, no
material relating to personnel matters, executive sessions of the
Board, Board meetings of a non-governance/non-decision-making nature
(e.g., retreats), or other materials deemed to be of a confidential or
sensitive nature shall be released.
2.
The Agenda of upcoming Board meetings will be emailed to all OLLI
members having email as soon as practicable after this material is
distributed to Directors. Resolutions or other supporting documentation
will be made available upon request to any interested OLLI member.
3.
The Secretary of the Board will be responsible for overseeing this
policy with the assistance of the Executive Director.
4.
Except as provided for in law, OLLI reserves the right to amend, modify
or rescind this policy at its discretion. [Back to Contents]
Finance
Rainy
Day
Fund
$50,000
of cash and/or near cash will be held in the Board-designated "Rainy
Day" Fund or reserve to be used for Board determined contingencies. The
term "contingencies" would include but not be limited to temporary
funding of normal expenses during the year when cash revenues are
determined by the treasurer not to be sufficient to meet current
obligations and/or future needs, such as building, technology
or other
major capital acquisitions, major repairs, temporary relocation
expenses due to unexpected damages to property and equipment or other
events that affect the organization’s mission, operations or programs.
This designation should not be considered permanent, and the amount and
purpose of the designated fund or reserve may be changed at any time by
Board resolution.
Osher Accommodation Fund
$50,000 from the Osher Endowment that is on
deposit at the Mason Foundation has been placed in an interest-bearing
account. The interest earned is available for OLLI's normal
expenses. The principal is to be separated on the accounts of OLLI in a
fund to be called "The Osher Accommodation" and is not to be
spent without separate authorization by the Board. This $50,000
principal must be returned in full to the Osher Endowment account at
the Mason Foundation by 2014. [Back to Contents]
Authorization
for
Expenditures
All
OLLI expenditures within the approved budget will be authorized and
supervised by the executive director, subject to overall guidance from
the treasurer. Those who make expenditures on behalf of OLLI must have
the prior approval of the executive director. In the case of
expenditures falling under a standing committee, the chair of that
standing committee will be consulted on the expenditure, if
practicable. Expenditures must fall within established budget lines.
Expenditures outside the scope of the current budget must be approved
by the Board.
Program
Expenditures
Each
year, OLLI budgets funds to cover program-related costs –
Classroom Expense, Printing, and Teacher Appreciation. Guidelines for
the expenditure of these funds are established in collaboration with
the Program Review Committee. In general, OLLI covers the cost of
printing instructor handouts. Books and other consumables specified by
the instructor will be purchased by OLLI and sold to students at cost.
Instructors are expected to provide their own instructional materials.
However, OLLI will entertain requests for the acquisition of materials
(e.g., DVDs, videotapes, etc.) on a case-by-case basis. The executive
director has the authority to approve such purchases. Material so
acquired becomes the property of OLLI. [Back to Contents]
Reimbursement
of
Meals
and
Entertainment Expenses
It
is expected that there will be occasions when an OLLI representative
will be expected to incur meals and entertainment expense on behalf of
the Institute. Such occasions shall typically be instances when an OLLI
representative is hosting or entertaining a Mason contact or other
non-OLLI guest. The only individuals empowered to incur or authorize
such expenses are the president and the executive director. If an
individual other than the president or the executive director incurs
such expense, pre-approval, if possible, must be obtained. All requests
for reimbursement of meal and entertainment expense must be documented,
approved by the president and reviewed by the treasurer before
reimbursement.
Budget
Overruns
In
general, all spending must be within the Board-approved operating
budget. Excess spending beyond Board-approved budget line items is not
authorized, except that a ten (10) percent margin for overruns is
allowed with the prior approval of the executive director and, in the
case of expenditures falling under a standing committee, of the chair
of that standing committee. In addition, the Executive Committee may
authorize additional spending in emergency situations, as provided in
the bylaws. Where spending trends suggest that a program or activity is
under funded, the treasurer will, in consultation with the president,
secure Board approval if the additional spending is recommended. [Back
to Contents]
Absence of an Executive
Director
In case there is no executive director on board, the Treasurer will
assume the responsibility to act as required under the above provisions
related to Authorization for Expenditures, Program Expenditures, and
Budget Overruns.
Authority
to
Sign
Contracts
Contracts
that financially obligate the Institute may not be executed unless the
expenditure is provided in the approved budget or the Board has
approved the particular contractual expense. Authority to sign such
contracts with providers of goods or services and to obligate the
Institute for the contract is vested in the executive director. The
OLLI finance associate, with executive director prior approval, is, in
the absence of the executive director, authorized to sign contracts and
other documents for OLLI. Examples of such documents include: contracts
relating to special events, payroll tax reports (e.g., VEC form, Form
941), foundation documents relating to grant and endowment
accounting. [Back to Contents]
Check
Signatures
All
checks will have two of the authorized signatures of the president,
vice president, treasurer, secretary or executive director. In the case
of payments to or on behalf of these authorized persons, the two
signatures will be of authorized persons other than the payee or
beneficiary.
Travel
Reimbursement
Members
designated by the president to represent OLLI-GMU at events requiring
Board-approved out-of-area travel will be eligible for travel expense
reimbursement. Upon completion of travel, those members are authorized
reimbursement, if they so desire, for lodging, registration fees, and
actual travel costs or mileage (at the IRS charitable contributions
reimbursement rate), but not for meals and incidental expenses.
Pension
Plans
OLLI
employees may establish individual pension plan arrangements in
accordance with Internal Revenue Code section 403(b) (7). As such, an
employer plan has not been established and each employee is deemed
responsible for maintaining and contributing to their plan in
accordance with Internal Revenue Service regulations and other
applicable statutes. OLLI withholds from employee wages by way of a
salary reduction agreement the employee-determined contribution amount
and forwards the funds to the employee-designated mutual fund
company. [Back to Contents]
Development
1. Friends of OLLI.
OLLI has established the Friends of OLLI, a fund-raising program to
solicit contributions from members, other individuals, and businesses
and organizations. The treasurer segregates all donations received in
connection with “Friends of OLLI” fundraising to be used exclusively
for capital expenditures, scholarships to Mason and donations to
nonprofit organizations that provide benefits to OLLI. The treasurer is
to take all appropriate steps to account for and report on the receipt
and use of funds and the fund balance. These funds may not be used to
pay for regular OLLI operating expenses unless the Board of Directors
votes to transfer all or a portion of the fund balance to the general
operating account. The Board of Directors may also vote to transfer all
or a portion of the fund balance to the OLLI "rainy day fund." This
segregated account shall not include any funds received in connection
with the Osher Foundation grants. Funds received from the Osher
Foundation grants shall be segregated and accounted for in compliance
with the grant conditions. [Back to Contents]
2.
Designated and Undesignated Contributions
a. While
recognizing the right of any person to make designated contributions
for purposes approved by the Board, OLLI will, in its publications and
solicitations for contributions, encourage members and other persons
not to attach designations or other restrictions to donations.
b. OLLI
will accept designated contributions, provided the purpose of the
project has been approved by the Board as part of the annual budget
approval process or otherwise (“approved projects”). If a contribution
is received with a designation for a project not so approved, the
matter will be brought to the Board for decision on whether it should
be approved. If not approved, the contribution will be returned to the
donor.
c. If
there is any ambiguity or other uncertainty regarding the intent of the
donor in making a designated contribution, the donor will be asked to
clarify his/her intent. The clarification will be sought by the OLLI
executive director acting in consultation with the chair of the
Development Committee and will be made a matter of record.
d. Designated
contributions for approved projects must be applied toward funding that
project, subject to the following:
- Contributions
received during a fiscal year will be applied up to the amount of the
approved project for that fiscal year.
- If
the total amount received in designated contributions for an approved
project during a fiscal year exceeds the amount approved by the Board
for that project, the excess will be applied to a subsequent fiscal
year or years.
e. Contributions made
"in the memory of" any person will be considered as undesignated
contributions. [Back to Contents]
Program
Controversial
Issues
The
following statement serves as guidance to the Program Committee and
Resource Groups:
Statement on Controversial Issues
A
vital activity of a learning community is the critical examination of
ideologies and institutions. It is essential that OLLI instructors have
the right to express their views in a professionally responsible
manner. This is consistent with basic rights and the climate of
academic freedom that exists within George Mason University, the
institution with which OLLI is affiliated. Toward this end OLLI
supports the freedom of intellectual inquiry in the pursuit of ideas;
and the freedom of speech and open exchange of ideas in all of its
programs and course offerings.
Note:
The above wording is adapted from:
Over-Subscribed
Courses
During the registration process, members registering for more than one
course or event are asked to prioritize their desired courses and
events. Courses will be filled on a priority basis. All registrants
will be assigned randomized numbers. Using these numbers, registrant
names will be sorted within each priority group. If the number of
registrants exceeds the capacity of the course or event, assignments
will be made in this order: 1) all who selected it as priority #1, 2)
all those who selected it as priority #2, etc. At the point that all
members of a priority group cannot be included in the course,
registrants in that priority group will be assigned according to their
randomized number. [Back to Contents]
Facilities
1.
Through Board-approved agreements or contracts, OLLI is housed or
arranges for space in several locations.
2.
OLLI’s main site, including its office, is at Tallwood in Fairfax. The
building (technically known as the Tallwood Annex) is made available to
OLLI by GMU in accordance with the Mason-OLLI Affiliation Agreement
dated September 28, 2007 and a Deed of Lease signed
on October 8, 2007, which sets the rent at $1.00 per year. The Board
has approved the following policy concerning
use of Tallwood facilities.
- Any member of the OLLI Board of Directors, the
chair of a standing or
ad hoc committee or any member specifically designated by the president
or the executive director may use the Tallwood facility for
OLLI-sponsored activities outside of normal operating hours when the
office is closed and the office staff is not on the premises, subject
to space availability.
- Prior arrangement for access shall be made with
the executive director.
- It is the responsibility of the designated
individual to ensure the
facility is locked up and left in an orderly state and that keys and
any other items are returned to the executive director in a timely
manner.
- Such facility access normally shall be limited
to the social room and annex and the restrooms.
- Requests for access to the offices and
classrooms must be sent in
advance to the executive director for comment and then to the president
for approval; in an emergency and in the absence of the president, the
executive director or any officer of the Board may approve such access.
3.
In addition, OLLI has concluded an agreement with Fairfax Swimming
Pool, Inc., allowing OLLI members to utilize its next-door parking lot.
4.
The Board approved the establishment of a Reston site in March 1998
within the existing framework of the Institute. Most classes are
offered at the Washington Plaza Baptist Church at Lake Anne under a
cooperative agreement with the Church. A site administrator sets up
classrooms each day at the Church and provides other administrative
support. Classes are also held in surrounding locations.
5.
Some large classes and events are held in other off-campus locations as
needed.
6.
At the request of Mason, OLLI has established a trial program of
classes in Loudoun County beginning with the spring term 2007.
Classroom space and a small office space are provided by Mason at its
facility in Sterling. [Back to Contents]
University
Relations
1.
OLLI is an affiliate of George
Mason
University and this relationship
is governed by the aforementioned and attached Affiliation Agreement.
The Affiliation
Agreement outlines the obligations of both parties.
2.
Among the obligations undertaken by OLLI is the award of annual
scholarship funds to the Mason Foundation. This obligation is not
quantified and the amount is determined annually by the OLLI Board. The
scholarships are named OLLI Kathryn Brooks Memorial Scholarship; OLLI
Abe Spero Memorial Scholarship; OLLI Shirley Robock Fox
Memorial Scholarship. The fourth scholarship is unnamed as current
Mason Foundation policy only permits named scholarships in the amount
of $25,000 or greater.
3.
The Board, in a resolution on August 18, 2006, expressed support for
Mason ’s plan to develop a university based retirement community that
will include a new home and headquarters for OLLI. [Back to Contents]
F. Administrative
Decisions
The
executive director is responsible for the management of the Institute.
In this capacity, he or she develops personnel and administrative
policies and procedures. The following are examples useful for Board
members’ reference. [Back to Contents]
Dues
Refunds
and
Needs-based
Financial Assistance
1.
Members may obtain a full refund of their annual dues if
they apply in writing to the executive director before the beginning of
the third week of classes of the first term of the year of enrollment
or re-enrollment.
2.
Refunds of annual membership dues requested in the event of death or
serious illness of a member will be decided on a case-by-case basis by
the executive director.
3.
All existing members who continue to renew their membership when it is
due to expire will not be denied membership because of any membership
limit that may then be in effect.
4.
Needs-based Financial Assistance.
a.
Applicants for membership for whom the total cost of annual membership
would be an undue economic burden may ask for a reduction in their dues
by submitting the Financial Assistance Application and briefly
outlining the economic
situation that precludes full payment of dues. If the decision is to
grant the request, the executive director may authorize a reduction in
dues.
b.
Correspondence and all other information relating to a requesting
member will be treated as confidential to protect the member’s privacy.
General membership rosters will not reflect which members, if any, have
had dues reduced.
c.
Members who have been granted a dues decrease should reapply at the end
of the annual period if they wish to continue to receive a dues
decrease.
d.
The executive director will report to the Board once a year on the
number of members who have been granted needs-based scholarships and
the total dollars of dues reduction for that year. [Back to Contents]
Closings
and
Cancellations
1. OLLI will be closed when local public schools are closed due
to inclement weather or extraordinary circumstances, or as authorized
by the executive director. Fairfax/Tallwood and Reston/Lake Anne
locations will follow Fairfax County public schools. The
Loudoun/Sterling location will follow Loudoun County public schools.
Make-up classes will be scheduled for the week following the term,
subject to instructor availability. OLLI opens on schedule when county
public schools have delayed openings.
2.
OLLI bus trips will be canceled because of inclement weather or other
last-minute disabilities only in those cases where the tour company or
the bus company concerned cancels the event or trip. In this case only,
refunds will be made to participants. No refunds will be made to any
member who has registered for a special event and then cancels. Refunds
will be sent only to those who had requested registration but could not
be accommodated because of space limitations. [Back to Contents]
Guests
in
Classes
1.
Persons considering membership in OLLI may visit one or more classes
during any consecutive two weeks of a term provided the course(s) is
not oversubscribed. Those interested in doing so should ascertain from
the Office which classes are not oversubscribed. A person may not
continue to attend classes after the trial two-week period without
becoming an OLLI member.
2.
Special events are normally open only to members, but members may bring
guests if space and other considerations permit.
3.
Instructors who are not OLLI members and were not for the previous term
may attend a maximum of two courses during each semester they teach, on
a space-available basis, with members who register having priority.
4.
Speakers and instructors at OLLI may mention their speech or course in
their own organizations’ publications but may not invite their
organizations’ members to attend.
5.
Guests from other lifelong learning institutes who wish to participate
in OLLI classes:
a. Should give
advance notification to the OLLI office.
b. May be admitted to
classes and special events that are not oversubscribed.
6.
The OLLI office will post the names and addresses of other
participating lifelong learning institutes so that our members may plan
to visit them if they wish. These rules for guests will be posted in a
prominent place.
7. The Executive Director, or a designated person, may invite George
Mason University faculty to attend any or all sessions of a specific
OLLI course or special event related to their professional
discipline(s) through contacts with the chairs of their departments, at
the recommendation of an OLLI Resource Group chair following a
determination that space is available. [Back to Contents]
Bereavement
Notices
When
advised in a timely manner by the family or a friend of the family that
a member, the spouse of a member, a past member of a staff member has
passed away, the executive director will distribute a membership-wide
email in a standard format announcing the death and providing details
of the bereavement services. The same procedure is to be followed when
a published obituary is brought to the executive director’s attention
in a timely manner. When notice is not received in a timely manner,
reporting of the passing should be made in an “in memoriam” section of
the OLLI E-News. [Back to Contents]
Indemnification
and Insurance Coverage
All
OLLI officers, directors, staff and volunteers working within the scope
of their assignments (e.g., Finance Committee members) are covered
under OLLI’s Directors and Officers policy for any wrongful acts
committed during their tenure. Specifics of the coverage will be
provided by the executive director on request. [Back to Contents]
Hiring
Practices
OLLI
is an equal opportunity affirmative action employer. Women and minority
candidates are particularly encouraged to apply. The Institute does not
consider the following eligible for employment: Immediate family,
including partners, of current employees and Directors; current OLLI
members. However, an individual not currently an active member of OLLI
can be considered for employment. An employee may not become a member
of OLLI as long as they are actively employed as a full-time or
part-time staff member. [Back to Contents]
Employee
Expense
Reimbursement
The
following staff expenses will be considered reimbursable when submitted
with required documentation and approved by the executive director:
- Mileage
for use of personal vehicle for OLLI business; reimbursable at existing
rate used by Mason. Documentation required is a log detailing
individual trips and mileage related to each trip.
- Purchases
of supplies (incidental office supplies, social room supplies, postage)
made using personal credit card or paid in cash. Request for
reimbursement must be accompanied by receipt. As a general rule, all
such supplies should be pre-ordered and paid for with the OLLI
credit/debit card whenever practicable.
- Meal expenses
with prior approval by the president or executive director.
- Overnight
travel expenses (mileage/airfare, meals, lodging, conference fees).
Such expenses require authorization by the president and endorsement by
the executive director. Request for authorization must be accompanied
by a justification for the expense and a statement of the benefit to
OLLI. It should be recognized that granting such requests is a rare
occurrence. [Back to Contents]
Permanent Records
In addition to hard copy records, OLLI Board meeting minutes, committee
reports, financial data, executive director’s reports, and other
information normally presented to the Board shall be stored in
electronic form on the OLLI server for ongoing reference and
archival purposes. (Executive Session minutes, and personnel issue
information, and other material of a sensitive nature shall be retained
by the Secretary in "Board Only" files.) [Back to Contents]
G. Legal Documentation
Incorporation
and
Designations
Note:
URL for VA Legislative Information Service (LIS):
http://leg1.state.va.us/lis.htm In the Search Box on the LIS Home
Page,
enter: Chapter 10 – Virginia Nonstock Corporation Act, to access the
current version of Chapter 10.
1. Incorporated:
Incorporated in Virginia February 13, 1991 (Non-Stock Corporation)
Corporate ID 0371173-6. Controlling Statute: Code of Virginia
Title
13.1 Corporations; Chapter 10: Virginia Non-stock Corporation Act
EIN:
54-1583254
(VA Code Reference: 13.1-819: Articles of Incorporation)
(VA Code Reference: 13.1-820: Issuance of certificate of incorporation)
2. Name:
Originally incorporated as: The Learning In Retirement Institute at
George Mason University (Corporate name change filed/recorded)
Articles
of Incorporation amended in July 16, 2004 to effect name change to the
Osher Lifelong
Learning Institute at George Mason University. Amendment Certified
August 16,
2004.
(VA
Code Reference: 13.1-829: Corporate Name)
3. Registered Agent:
National Registered Agents, 526 King Street, Suite 423, Alexandria, VA
22314
(VA
Code Reference: 13.1-833: Registered Agent)
(VA Code Reference: 13.1-834: Change of registered office or agent)
(VA Code Reference: 13.1-835: Resignation of registered agent)
Note:
The Registered Agent can be either an officer or director OR a member
of the Virginia Bar. Every time the Registered Agent is changed, a
statement must be filed with the VA Corporation Commission. In 2006,
OLLI changed its Registered Agent from its current president to a firm
– National Registered Agents, Inc.; 11600 College Boulevard, Suite 210;
Overland Park, KS 66210; (800) 550-6724. The fee for this service is
$120/year (billed annually).
4. IRS Letter of
Determination: Received: November 21, 1991
Controlling Statute: Section 501(a); 501(c)(3) of the of the Internal
Revenue Code (Rev. October 2004)
Purpose:
Education
OLLI elected 501(h) status by filing IRS Form 5768 on September 11,
2000
5. NTEE Designation: The OLLI
NTEE
(National Taxonomy of Exempt Entities)
Number: V36 – Gerontology. [Back to Contents]
Order
of
Precedence
1. State Corporate Law
2. Articles of
Incorporation: Changes require special filing with State
Corporation
Commission.
Minimal requirements.
VA
Code Reference: 13.1-844: Authority to amend the articles of
incorporation
VA
Code Reference: 13.1-886: Amendment of articles of incorporation by
directors and members
VA Code Reference: 13.1-888: Articles of amendment
VA Code Reference: 13.1-889: Restated articles of incorporation
VA Code Reference: 13.1-891: Effect of amendment of articles of
incorporation
3. Bylaws:
More easily revised and amended than Articles of Incorporation; do not
have to be filed with the state. Should deal with more specific issues
regarding corporate structure and governance.
The
OLLI bylaws were comprehensively reviewed and revised in 2006. The
current version of the bylaws was formally adopted at a Special
Membership Meeting on November 14, 2006.
VA
Code Reference: 13.1-823: Bylaws. “The bylaws of a corporation may
contain any provisions for the regulation and management of the
business of the corporation that is not inconsistent with the law or
the articles of incorporation.
VA Code Reference: 13.1-892:
Amendment of bylaws by a board of directors or members: “A
corporation’s board of directors may amend or repeal the corporation’s
bylaws except to the extent that (1) the articles of incorporation or
this chapter (of the VA Code) reserves this power exclusively to the
members; or (2) the members in adopting or amending particular bylaws
provide expressly that the board of directors may not amend or repeal
that bylaw.
1. Board Resolutions:
Bylaws state general governance policies. Board Resolutions usually
refer to specific (official) actions (including interpreting or
implementing a provision of the bylaws).
2. Policies:
Address issues that are less directly related to how the organization
is governed. It is suggested that policies governing investment, travel
and reimbursement be maintained in a separate policy document. If a
policy is deemed important enough by the Board that it requires formal
approval, it is often approved by resolution. The development of some
policies can be delegated by the Board to the Executive Director and
can be implemented without Board approval.
3. Board Handbook:
Provides
procedural
guidance to the OLLI Board and staff, in part based
on policies adopted by the OLLI Board. The Handbook also contains
functional descriptions of staff positions, as well as responsibilities
and scope of authority of OLLI standing and ad hoc committees.
4. External Parliamentary Authority
(e.g., Robert’s Rules of Order,
Newly Revised):
is utilized only when a conflict arises at a meeting of the Board or
membership that is not addressed in the bylaws or the Board
policies. [Back to Contents]
Attachments
[Back to Contents]
Updated: February 4, 2010
Copyright © 2010 Osher Lifelong Learning Institute at
George Mason University. Materials in this publication subject to
OLLI-GMU copyright may be reproduced for noncommercial educational
purposes as long as credit is given to OLLI-GMU.
Osher Lifelong Learning Institute at George Mason University
4210 Roberts Rd., Fairfax, VA 22032-1028
Phone: (703) 503-3384; E-mail: olli@gmu.edu;
Fax:
(703)
503-2832
Original site design and construction by OLLI-GMU member Rod Zumbro. |
