Mission Statement

Empowering women, female-identifying, non-binary, LGBTQ+, BIPOC and otherwise marginalized humans working in the industry to create, preserve and improve the art of music on vinyl. 

Vision

Women in Vinyl works to: 

• Inspire, and create role models to support minorities of all kinds within the community in finding their way to the vinyl industry with purpose and not by chance. 
• Support and empower women, female-identifying, non-binary, LGBTQ+, BIPOC and otherwise marginalized people working in the vinyl industry from cutting engineers, and record labels, to pressing plants, and those running or working in record stores; by showcasing their successes and providing a place for them to connect, network, and share their experiences and advice. 
• Support career development, and provide tools to help those working in the field advance in their career; to expand opportunities in these fields and to share resources and knowledge through demystification, education, collaboration, and diversity. 

ROLES AND RESPONSIBILITIES OF A BOARD OF DIRECTORS:

Advocate for the organization's mission and purpose.​ 

A statement of mission and purpose should articulate the organization's goals, means and primary constituents served.  It is the board's responsibility to review it periodically for accuracy and validity.  Each individual board member should understand and support it.   

Ensure adequate resources.

One of the board's foremost responsibilities is to provide adequate resources for the organization to fulfill its mission. The board should work in partnership with the president, executive board, as well as any resources deemed necessary such as, a grant writer, or development staff, if any, to raise all funds.   

Manage resources effectively. 

The board, in order to remain accountable to its donors and the public, and to safeguard its tax-exempt status, must assist in developing annual budget needs and ensuring that proper financial controls are in place with the president and executive board for activities they want to initiate.   

Enhance the organization's public standing.  

An organization's primary link to the community, including constituents, the public and the media is the board. Clearly articulating the organization's mission, accomplishments, and goals to the public, as well as garnering support from important members of the community, are important elements of a comprehensive public relations strategy.

Ensure legal and ethical integrity and maintain accountability.​ 

The board is ultimately responsible for ensuring adherence to legal standards and ethical norms as well as personnel policies, and procedures. The board must adhere to pertinent policies and provisions of the organization's bylaws and articles of incorporation outlined in short below.

Recruit and orient new board members and assess board performance. ​

All boards have a responsibility to articulate and make known their needs in terms of member  experience, skills, and many other considerations that define a balanced board composition. Boards must also orient new members to their responsibilities and the organization’s history, needs, and challenges.  By evaluating its performance in fulfilling its responsibilities, the board can recognize its achievements and reach consensus of which areas need to be improved.

BOARD MEMBER EXPECTATIONS, POLICIES, AND CODE OF CONDUCT:

General Expectations 

• Support Women in Vinyl’s mission, purposes, goals, policies and programs while knowing its strengths and needs. 
• Women In Vinyl is an educational organization first and foremost. Educational activities and the development of educational programming is our core mission. Be prepared to contribute.
• Make sure the organization meets regulatory responsibilities and files appropriate paperwork with government agencies. Ensuring that you meet goals and keep promises to the public, donors, and beneficiaries. 
• Provide input and feedback on projects you are managing to the Executive Board leader on the performance of staff members assisting on that effort.
• Be an ambassador for the organization. Reflect our core values and organizational expectations  in all you do to create and contribute to the public brand of the organization. 
• Support the organization’s non-profit status requirements by maintaining proper records in accordance with the Bylaws Policy.  All documentation created for the organization should be made and held within the company's shared drive.   
• Suggest possible nominees to the board who are people of achievement, with diverse skills, who can make significant contributions to the work of the board, the progress of the organization and keeping the diversity of the Board in mind. The Executive Board will vote on their inclusion to the organization.

Responsibilities

• Professional Behavior: All board members are expected to conduct themselves in a professional manner, showing respect and courtesy to fellow board members, staff, and volunteers at all times.
• All board members are expected to conduct themselves in a professional manner to all industry peers and  in public contexts. 
• Should any information come to light that represents misconduct in the form of activities  such as discrimination directly against our mission, vision and values, or any illegal activity with which the executive board deems to contradict the mission, your board term can be terminated. 
• Task Completion: Board members are expected to complete assigned tasks by the agreed deadlines. Consistent failure to complete tasks may result in removal from the board.
• Engagement: Board members should actively engage with the organization's activities, including attending activities and events sponsored by the organization whenever possible and are also expected to actively engage with and support fundraising efforts.
• Serve actively on committees as requested by the Board consensus. Your place on the board can be revoked due to lack of engagement. If you are unable to meet goals or deadlines, please make accommodations.
• Participation: Active participation is expected. This includes all board discussions and decision-making processes as well as all on-going projects. Board members should come prepared to meetings, having reviewed all materials ready to contribute to ideas and discussions. 

Communication

• All official communications should be conducted through designated communication channels and platforms. Personal communication channels should not be used for official business.
• All documents created for purposes of Women in Vinyl business should be housed in the organization’s shared Google drive.
• Women in Vinyl as an organization should own the document in order to retain all information within after a board member may no longer be termed. 
• Always utilize branded communication portals when discussing business on behalf of the organization with all outside entities. Maintain strict adherence to retention policies and conduct all behavior with respect and integrity.  
• a. [email protected]
• b. [email protected] shall be used for all communications regarding the podcast, social media, promotion, interviews, collaborations, events, and panels.
• c. [email protected] shall be used for all communications regarding monetary or gift in kind inquiries, and discussions.
• d. [email protected]
• e. Use of personal signature lines will be used to distinguish individuals leading these various communications with outside entities.
• All communications, whether internal or external, should be conducted respectfully and professionally.
• Remain considerate of everyone’s time and personal considerations in all communications including meetings, emails, texts and all other exchanges

Meetings:

• Attendance: Board members are required to attend a minimum of 75% of all board meetings annually. Failure to meet this requirement may result in removal from the board.
• Ask timely and substantive questions at board and committee meetings consistent with personal conscience and convictions, while supporting the majority decision on issues decided by the board. 
• Maintain confidentiality of the board's executive sessions, and speak for the board only when authorized to do so. 
• Set strategic vs day to day management guidelines. The Board oversees operations, approves the annual budget, and sets strategic goals. Management makes the day to day tactical decisions in accordance with the Board’s vote that help the organization achieve those goals.
• Suggest agenda items periodically for board and committee meetings to ensure that significant policy-related matters are addressed. During these meetings, the annual budget is passed, as well as operational and strategic decisions requiring votes are discussed as to what is and isn’t working. 
• Frequency of meetings is to be determined by the Board the IRS requires minimum once a year, best practice being three times a year, with at least three Board members. 
• Mindfully take personal exchanges in meetings offline to ensure ample time for all agenda items.

Avoiding Conflicts:

• Serve the organization as a whole rather than any special interest group or constituency.  Avoid even the appearance of a conflict of interest that might be problematic for the board, and disclose any possible conflicts to the board in a timely fashion. 
• Never accept (or offer) favors or gifts from (or to) anyone who does business with the  organization. 
• Board members shall not use their position or association for personal gain or to benefit any associated business interests.
• Work is assigned to Women in Vinyl volunteers and Board / staff. Never ask staff or employees for favors, assign tasks or use your power as a board member to get free labor outside the mission of Women in Vinyl.

Removal:

• Grounds for Removal: Grounds for removal of any board member, include but are not limited to unprofessional behavior, failure to meet attendance requirements, lack of participation, and failure to adhere to the code of conduct. Board members serve at the behest of the Women In Vinyl organization to drive and enhance the goals of the stated mission. Behavior or conduct that does not reflect the organization's core values or expectations can result in removal from the board and separation of affiliation. 
• Removal Process: The organization has adopted a brief but fair process for the removal of a board member, including formal notice of intent to remove, an opportunity for the individual to appeal the notice and a majority vote conducted by a quorum of the board including no less than 6 number of board members. 
• a. Letter (email) of notification
• b. Opportunity for Appeal
• c. Quorum vote

Board of Directors will be required to sign off on these rules if chosen. For any questions or concerns on the above contact: [email protected]