CUB Support Group Policy
Section 1. Overview
This policy governs the conduct, and finances of Support Groups. This policy is mandated by the CUB National Bylaws, Article III, section 4(b).
Section 2. Support Group Definition
A Support Group is a CUB subsidiary group which is not fiscally autonomous, as specified in Article III, Section 4 of the CUB National Bylaws. A Support Group is encompassed by the National board of directors and governed by this policy.
Section 3. Support Group Purpose
(a) A support group’s purpose is to hold regular peer support meetings, and provide telephone or email support to those affected by adoption in areas where a branch does not exist or is not sustainable.
(b) A support group shall promote membership in the national organization and assist members in joining or renewing their membership.
Section 4. Support Group Leaders
(a) The support group leader shall be appointed by the President, on recommendation of the regional director, subject to approval by vote of the board of directors.
(b) A support group leader shall be a birthparent or adoptee.
(c) A support group leader shall be a member for at least six months.
(d) A support group leader shall keep her/his membership dues paid during her/his term.
(e) The support group leader's term shall be one year, and may be renewed indefinitely.
(f) A support group leader may be removed from the position for the same causes and by the same procedure as a director may be removed.
Section 5. Support Group Finances
(a) A support group may not solicit or accept money, nor establish a bank account.
(b) A support group leader may receive reimbursement for eligible expenses up to an established limit by submitting an expense report to the Treasurer.
(c) An expense report may be submitted to the Treasurer up to 30 days after the end of the quarter in which the expenses were incurred.
(d) Expenses eligible for reimbursement include room rental, advertising, telephone, copying expenses, and any others approved by the board of directors.
(e) Where possible, the National board of directors shall provide resources to the support group (i.e. printed fliers, email accounts, website, telephone voice mailboxes).
(f) The limit for reimbursement shall be established by the National board of directors.
(g) A support group may receive reimbursement over the established limit or an advance of funds only by vote of the board of directors.
Section 5-1. Reimbursement Limit
(a) In general, the National organization will reimburse a Support Group Leader up to an annual limit of the greater of:
- Twenty dollars ($20) per current member plus one hundred percent (100%) of donations made by members affiliated with the support group, or
- One Hundred Dollars ($100)
(b) A Support Group Leader may receive reimbursement for expenses in excess of the established limit by approval of the board of directors.
Section 5-2. Periodic Adjustment of Reimbursement Limit
(a) In order to allow Support Groups to be reimbursed in a timely manner, the limit for reimbursement will be recalculated quarterly throughout the year. On the first day of each quarter, the limit will be recalculated as
- the greater of:
- twenty dollars ($20) for each affiliated member who joined in the last 12 months plus one hundred percent (100%) of donations from affiliated members in the past 12 months, or
- one hundred dollars ($100)
- The total of all reimbursements made in the last 12 months.
Example: “Support Group A” has had 4 new members join in the last 12 months, who have made a total of $50 in donations in the last 12 months. The Support Group Leader has been reimbursed $35 in the last 12 months. The reimbursement limit for this Support Group is now: 4*$20 + $50 – $35 = $95.
Simply put, the Support Group Leader must request reimbursement of funds to which they are entitled within 12 months of when they were received. If a Support Group Leader requests reimbursement up to the entire limit, no additional reimbursement will be made until additional memberships or donations are received.
Periodically recalculating the eligible reimbursement limit allows Support Groups to receive benefit from membership and donations within the quarter they are received, and to know at the beginning of a quarter what the limit for reimbursement will be. The National Membership Chair will be responsible for informing Support Group leaders of their reimbursement limit at the start of each quarter.
(b) Reimbursements within the established limit may be made without explicit approval of the board of directors.
Section 5-3. Obtaining Reimbursement
To obtain reimbursement for eligible expenses, a Support Group Leader must submit an expense report for reimbursement to the Treasurer, with copies of receipts or other documentation. The expense report must be received within 30 days of the end of the calendar quarter in which the expenses occurred.