League Responsibilities Policy

Table of Contents

• League Responsibilities Policy
• LWVUS Guidelines for Policy Compliance and Resolution
• Frequently Asked Questions

League Responsibilities Policy

Approved by the LWVUS Board of Directors April 29, 2023

I. Introduction

The League of Women Voters (LWV) is a federated organization that includes the League of Women Voters of the United States (LWVUS) and state and local Leagues.¹ The purpose of this League Responsibilities policy is to articulate the requirements that LWVUS will fulfill as well as the requirements of state and local Leagues as established by the LWVUS Board of Directors (the national board). LWV’s grassroots influence is strengthened by a unified understanding of the responsibilities of all Leagues. It is integral that all levels of the League work in cooperation to further the mission and maintain the integrity of LWV. The national board and its Governance Committee will review these policies from time to time and revise as needed.

II. LWVUS Responsibilities

LWVUS, as outlined in its bylaws, has the responsibility of granting League recognition to groups that have fulfilled the requirements as established by the national board. LWVUS is dedicated to the success of all Leagues and committed to fulfilling its responsibilities in support of their success. At the discretion of LWVUS, and in consultation with a state League, some of the assistance and support that LWVUS is required to provide to a local League may be provided by the state League.

LWVUS must:

1. Grant full recognition to state and local Leagues that fulfill and maintain the requirements established by the LWVUS board. For local League recognition, a state League’s board may establish additional requirements.

2. Grant a charter to only one local League in a community², so long as the local League remains in good standing³.  

3. Charter and offer appropriate support for Inter-League Organizations (ILOs) to address specific geographic and issue concerns that cross territorial boundaries of state or local leagues and in which local Leagues and their members may participate as appropriate to the particular ILO.

4. Grant permission to Leagues in good standing to use the LWV name and logo so long as the use of the League name and logo complies with LWVUS Brand Standards. LWVUS is responsible for creating authorized logos for all Leagues.

5. List Leagues on the LWVUS website and in other relevant communications as constituting a state or local League of LWVUS.

6. Maintain a membership database system with relevant member information accessible to designated leaders within state and local Leagues.

7. Organize and hold LWVUS conventions at which state and local Leagues may send delegates in accordance with the LWVUS Bylaws.

8. Organize and hold LWVUS councils at which state Leagues may send delegates in accordance with the LWVUS Bylaws.⁴

9. Engage in advocacy at the federal level in support of LWVUS public policy positions.

10. Develop and implement national campaigns, actions, and activities in which state and local Leagues are encouraged to participate in support of LWV public policy positions.

11. Provide regular communication regarding action and opportunities at LWVUS.

12. Provide assistance and support to state and local Leagues, including:

• Technical assistance with governance, such as best practices in drafting bylaws, conducting meetings, keeping corporate records, and board development;
• Technical assistance with administrative functions, such as compliance with federal tax law reporting obligations;
• Technical support for contributing to the VOTE411 digital platform for voting and election information;
• Promotional assistance for significant state or local League-organized actions, programs, and activities;
• Technical assistance on advocacy and organizing strategy and tactics;
• Information on legislative and regulatory policy related to LWV’s priority issues.

13. Represent LWV in and/or coordinate action within federal or national jurisdictions (e.g., government agencies, media). If LWVUS chooses to support activities or events related to LWV public policy positions that are organized by non-League entities in a state or local League’s region, LWVUS will do so upon consultation with the state or local League and only if LWVUS determines that the state or local League is not supporting the activity or event. LWVUS will keep the state or local League updated on any such activities.

III. State and Local League Responsibilities

State Leagues shall assume responsibility for the organization and development of local Leagues member-at-large units (MALs), the guidance of inter-league organizations (ILOs), the promotion of LWV program⁵, financial development, and such other matters as the national board may from time-to-time delegate to them.

All Leagues must:
 
1. Adopt bylaws consistent with the first three articles of the LWVUS Bylaws regarding:

• Name
• Purposes and Policies (including the political policy on nonpartisanship and a DEI policy)
• Membership (including membership eligibility and types)

 
2. Abide by LWV nonpartisan policies. As a best practice, Leagues shall review applicable nonpartisan policies annually for member understanding.  

3. Adopt and abide by a diversity, equity, and inclusion (DEI) policy that does not conflict with nor is more restrictive than the LWVUS DEI policy. As a best practice, Leagues must review their DEI policy annually for member understanding.

4. Submit to LWVUS key governance documents such as bylaws or articles of incorporation and resubmit these documents when there are changes.

5. Report membership data (at a minimum by Jan 31 each year) and remit per-member-payments (as defined by Convention delegates) on an annual basis, no later than the close of LWVUS’s fiscal year on June 30.⁶

6. Report and update leadership contact information to LWVUS via the roster portal to ensure leadership information is current.
 
7. Comply with all LWVUS brand standards to protect its trademarks.
 
8. Comply with all local, state, and federal laws and regulations as applicable to the operation of a legal entity. These include but are not limited to adherence to all IRS regulations and state nonprofit regulations.  
 
9. Participate in the key programmatic⁷ work of LWVUS as defined by delegates to the LWVUS convention at the start of each LWVUS biennium as follows:

• In accordance with the LWVUS bylaws, all state and local Leagues may send delegates to the LWVUS convention to discuss and vote on key programmatic work for the biennium.
• Each League may determine how it will participate in the key programmatic work of LWVUS based on its resources, the needs of the state or community, and the political climate.
• Programmatic efforts should engage the level of government, entity, or institution most appropriate to the level of LWV unless otherwise authorized, e.g., local, state, or national. All work at the federal level is coordinated by LWVUS.
• Leagues must participate in LWVUS surveys regarding programmatic work.
• In addition to key programmatic work, Leagues may also choose to engage in work on other LWV public policy positions pertinent to their state or community.
• No League may act in opposition to LWV policy positions.

 
10. Promote and honor member rights and responsibilities.

III. Compliance and Resolution Process

The LWVUS Guidelines for Policy Compliance and Resolution provides information on how to report or resolve a violation of League responsibilities.

IV. Guidance

Contact LWVUS at [email protected] for questions or further guidance regarding these policies.

¹ The terms League of Women Voters, the League, and LWV refer to all levels of the organization unless noted otherwise.

² What constitutes a community may differ across locales. LWVUS will work with the affected state and local Leagues to determine the most appropriate way to define community within a locale or region, e.g., zip codes, municipal boundaries, etc.

³ A League is considered in good standing if it remains in compliance with the requirements of League recognition and the responsibilities set forth in this document.

⁴ LWVUS councils are assemblies held in alternate years to which state Leagues send representatives to provide guidance to the national board on program, budget, and methods of work. See the LWVUS Bylaws for more details regarding councils.

⁵ The term program refers to the governmental issues chosen by members at the local, state, or national levels for study and/or action.

⁶ This requirement will change when LWVUS implements new procedures for dues collection.

⁷ The term key programmatic work refers to the issues that the voting delegates at LWVUS convention adopt as the priority issues for the biennium. Key programmatic work does not preclude a League from also working on other LWV issues.

LWVUS Guidelines for Policy Compliance and Resolution

1. Introduction

League members dedicate their time, energy, and so much more to the League’s mission. They are passionate and devoted to the success of the organization. Even with dedicated members and a clear mission, problems can still arise that require the League’s attention. Educating members and League leaders about policies and expectations is often the best way to avoid and resolve problems. Addressing complaints and policy missteps can also be invaluable opportunities for training members, improving policies, and revising processes. This document is intended to provide guidance for League members, League leaders, and staff as they work to resolve complaints or issues of noncompliance with a LWV policy.

2. Where to Direct a Complaint or Concern

Most complaints and problems can be resolved informally with a civil and constructive conversation between the involved parties. If that is not successful or is not an appropriate option, the following provides a general guide for identifying to whom a complaint or concern should most likely be directed.

3. General Guidelines for Resolving Potential Policy Violations

The following provides LWVUS, state Leagues, and local Leagues guidance for addressing and resolving   instances of potential noncompliance with a League policy. Facts and circumstances will vary among different complaints. The guidelines should be adapted equitably and appropriately to the specific circumstances.

• All Leagues should use a complaint resolution process that:
  • Is fair and impartial.
  • Takes all complaints seriously.
  • Investigates the facts.
  • Treats all involved with respect.
  • Allows for all involved to have their perspectives heard and considered.
  • Minimizes conflicts of interest.
  • Appropriately respects the privacy of those involved.
  • Resolves the issue in a timely manner.
  • Clearly communicates the process and decisions to those involved.
  • Documents the process and resolution.
• Avoid prematurely dismissing a concern or complaint without first sufficiently investigating it.
• Apply a diversity, equity, and inclusion (DEI) lens to the process and the resolution. Find more information on applying a DEI Lens on the League Management Site. Consider the following questions when applying a DEI lens:
  • Who is involved in the process?
  • Who will be impacted?
  • What are the intended and unintended outcomes?
  • Does this align with our vision for an equitable and inclusive organization?
  • What changes could be made to make this more equitable?
• In designing resolutions, it is important to understand and address the root cause of the problem and not just the League policy that was not followed. Such an approach could result in a remediation plan that includes education, training, mentoring, etc.
• Assume good intentions. Unless the facts of a situation clearly suggest otherwise, assume that a League or member did not intentionally decide to ignore LWV policies. This can help avoid unnecessarily escalating tensions.
• Make every effort to fully investigate and resolve the issue in a timely manner. The appropriate timeframe for resolving a complaint may depend on the urgency of the situation. If necessary, immediate interim measures may be taken while a complaint is fully investigated, e.g., suspending authority to act on behalf of the League, restricting access to League resources, etc.
• Respect the privacy of those involved in any complaint or resolution process. Unless otherwise decided, avoid sharing information beyond those involved in the process. Ask those involved to respect one another’s privacy.
• Document the process and the resolution. Minimum documentation could include the member’s name, complaint date, brief description of issue, and status of complaint.
• If a specific decision, agreement, or recommendation is made, it is good practice to document it in writing and provide a copy to those involved.
• Upon completion of the process, explore possible recommendations for minimizing the likelihood that similar problems recur and for improving the resolution process in the future.
• Ask for help when needed. The state League and/or LWVUS can provide support. Local leagues should first reach out to their state League. State Leagues should reach out to LWVUS for support.

4. When LWVUS May Intervene or Become Involved

LWVUS supports local and state League decisions that are consistent with League policies and generally apply these guidelines. LWVUS does not have the capacity to handle every complaint or concern. However, LWVUS has a legal responsibility to ensure that its policies are followed. Occasionally, it may need to assist with, intervene in, or revisit a complaint.

Guidance and Support

LWVUS recognizes that League leaders may feel inadequately resourced to address some situations. Reach out to LWVUS for guidance or support by emailing [email protected]. Local Leagues are encouraged to first seek support and advice from their state Leagues.

Revisiting a Complaint

When LWVUS considers revisiting a complaint handled by a local or state League, LWVUS may weigh these and other relevant factors:

• Does the matter involve a LWVUS policy?
• Was the local or state League’s resolution process fair and impartial?
• Are there diversity, equity, and inclusion (DEI) implications that were not adequately addressed?
• Are there risks to the organization that were not sufficiently considered?

When revisiting a complaint handled by a local League, LWVUS will coordinate with the state League if there is no conflict of interest.

Rescinding Membership

Only LWVUS can rescind a person’s membership. The state and local League must coordinate with LWVUS in the rare instances in which revocation of membership is recommended.

Withdrawing Recognition of a League

Only as a very last resort will LWVUS withdraw recognition from a League that cannot or refuses to comply with its organizational obligations. The process for withdrawing recognition from a League is described in the LWVUS Bylaws (see Article VI).

5. Complaints Related to Diversity, Equity, and Inclusion (DEI)

Given the sensitive, and often complex, nature of complaints that involve potential violations of the Diversity, Equity, and Inclusion (DEI) Policy, Leagues are encouraged to reach out to their state League or LWVUS for guidance or support in resolving issues that have implications for diversity, equity, and inclusion. LWVUS can be contacted at [email protected]. For more guidance on the LWVUS DEI Policy, please refer to “Understanding LWVUS’ Diversity, Equity, and Inclusion (DEI) Policy.”

League Responsibilities Frequently Asked Questions

1. What are the requirements that local Leagues must fulfill to gain full recognition from the LWVUS Board?

We are excited to welcome new Leagues that have met the requirements for LWVUS recognition. To be recognized by the national Board, new Leagues must have a leadership group in place, including a chairperson and two other members. Local Leagues must also have policies in place that specify a commitment to non-partisanship, DEI principles, League positions on issues, and respect other Leagues’ jurisdictions. New Leagues must also agree to adhere to guidelines regarding the use and name of the League of Women voters. Find all the details here.

2. If a state or local League fails to remain in compliance with League requirements, will LWVUS automatically rescind that League’s charter?

In the unlikely and unfortunate event that a state or local League is found to be out of compliance with League requirements and bylaws, the LWVUS Board will make every effort to ensure that the League is heard and treated fairly. Rescinding a League’s charter happens very infrequently and is a last resort. This action isn’t taken lightly or quickly, and LWVUS always works toward a solution, as we know that communities need Leagues. Upon full investigation and after the League in violation has had an opportunity to be heard by a committee of the national board, the committee may establish conditions for continuation, or the board may withdraw recognition. Once the board decides to vote on withdrawal of recognition, it requires a three-fourths vote and will become effective immediately.

3. Where do I find resources regarding questions or advice related to drafting bylaws, conducting good meetings, keeping organization records, board development, and administrative functions?

Starting a local League is an exciting process, but it also requires many actions that new leaders might not have experienced previously. LWVUS will be right beside you on your journey to establish a new local League. We’ve compiled a local League starter kit with all of the resources, templates and links you’ll need to ensure that your affiliate is ready to help make democracy work. Interested new leaders can reach out to [email protected] or their state League’s LWVUS Board liaison.

4. Where can I find information on League positions related to legislative and regulatory policies?

Impact on Issues is the main resource on the League of Women Voters' public policy positions. A clear understanding of LWVUS positions, how they interrelate, and how they can complement and reinforce state, local, and regional Inter-League Organization (ILO) positions, strengthens the League’s impact on issues at all levels of government. Impact on Issues is designed to help League members use LWVUS public policy positions effectively at the national, state, local, and regional levels. The intention is to inspire Leagues to use national positions to act in their own communities.

5. Is my state or local League required to include in our bylaws a policy on nonpartisanship? Must the language of a bylaws clause on nonpartisanship be identical to that of LWVUS’s bylaws?

For more than 100 years, the League has neither supported nor opposed any political party or candidate for public office to ensure that the League’s voice is heard above the tumult of party politics. The organization's nonpartisan policy has added strength to the League’s positions on issues and has made possible wide acceptance of League voter service and other educational activities. As such, all state and local Leagues are required to have a nonpartisan policy, which they draft themselves. The first three articles of all League bylaws (including reference to our nonpartisanship) must be consistent. Local and state Leagues can further establish policies that best reflect existing conditions and traditions in their community, as well as the political climate. Their policy should include specific guidelines to govern the political activities of their board and off-board members, and each League should reaffirm this policy annually. Find guidance on setting up these policies.

6. Is my state or local League required to include in our bylaws a policy on diversity, equity, and inclusion (DEI)? Must the language of a bylaws clause on DEI be identical to that of LWVUS’s bylaws?

All Leagues are required to have a DEI policy that does not conflict with LWVUS’ DEI Policy. The first three articles of all League bylaws (including reference to our DEI policy) must be consistent. Unlike with state and local League nonpartisan policies, Leagues do not need to create their own DEI policy and are free to use LWVUS’ DEI Policy as their own. However, League board members should review and affirm their League’s DEI policy annually, as they do with their League’s nonpartisan policy.

7. Must the language of a bylaws clause on membership be identical to that of LWVUS’s bylaws? Can my League have types of League membership different from LWVUS? Are people under 16 years of age eligible to be voting League members? What is the purpose of an “associate member” category of membership?

The first three Articles of state and local League bylaws should match the name and intent of the LWVUS', and all Leagues should have a nonpartisan and DEI policy per the second Article. Sample bylaws can be found here. As affirmed by the vote on proposed bylaws at the 2022 Convention, all voting members of a League must be 16 years or older. All other members may be considered associate members, which allows them to participate in activities that help to strengthen democracy but would not put them in a position to vote on League business or take a leadership role or fiduciary responsibility for state or local Leagues.

8. When my state or local League elects or appoints new leaders, how do I report this information to LWVUS? For which state or local League leaders does LWVUS want contact information?

Each local and state League has an individual page on LWV.org that includes information such as their League website, League leaders, and contact information. The information on these pages is pulled directly from the roster manager portal. When state and local Leagues have leadership changes, it’s important to ensure that their roster is updated with the current information. This allows potential members and others to easily find information about their state and local Leagues. Each League should appoint a roster manager who can upload changes to the roster manager portal. If your roster manager has changed or is no longer available, please contact [email protected] and ask for management to be transferred to a new member. If you have followed these instructions and it is still not properly reflected on our site, or if you have any more questions, please get in touch with [email protected].

9. What are members’ rights and responsibilities? Where can I find those policies?

The purpose of the Member Rights and Responsibilities policy is to ensure that all active members of the League of Women Voters (LWV), including Board members, members of state and local Leagues, members-at-large (MALs), and Inter-League Organizations (ILOs), are committed to maintaining the mission and integrity of LWV. The grassroots influence of LWV is strengthened by a unified understanding of the responsibilities of being a League member as well as what members can expect from LWV. The Board of Directors of the League of Women Voters of the United States (LWVUS) and its Governance Committee will review these policies from time to time and revise as needed. Refer to the Member Rights and Responsibilities Policy.

10. Who do I contact if I believe that my state or local League is not in compliance with a League policy?

The most important principle in dealing with concerns about policy violations is transparency. Therefore, LWVUS advises members and leagues to start with their local or state organizations before bringing concerns to the national office. Members who feel their League or a member has violated a policy should clearly communicate their concerns to the local or state League. Local leagues can elevate concerns to their state leaders, and state leaders can bring their concerns to LWVUS, and when necessary, the national board.

11. Who determines that name of my new League? Must the name be approved by LWVUS before drafting our bylaws? How do we change the name of our League?

State and local Leagues can choose their own names, which are often based upon the city, county, or region they are serving. The LWVUS Board must approve all League name changes, name additions, and boundary changes. The LWVUS Board votes on these organizational changes several times throughout the year. State and local Leagues should send any name change requests to the LWVUS Board. The timing of approval for a name change depends on when the request is submitted and how close it is to a Board meeting. Organizational change requests are presented to the Board in a report before each meeting and voted on at the meeting. There are LWVUS Board meetings in January, March, June, and September. Once the vote is approved, the changes are then processed (in the roster portal, the League’s logo, etc.) and the state League and any contacts listed on the request form are notified. More information is on this page.