The Groves Conference was founded in 1934 by Professor Ernest Groves, one of the first academicians to develop a college course of study focused on marriage and the family. The Conference began with the bringing together of a few scholars and students interested in the serious study of the family. As ordained by its founder, it has evolved over the years into an interdisciplinary organization of selective and limited membership of professionals in the field of family science.

The primary mission of Groves is to foster critical thinking about issues in the area of family social science. To achieve this overarching goal, the Groves Conference provides a forum for the free expression of avant-garde and revisionistic ideas. With a limited and interdisciplinary membership and an informal, supportive environment, Groves meetings inspire a lively and in-depth exchange of a diversity of opinions, ideas, and information. The think-tank format is used for sessions and is designed to generate seminal possibilities of re-conceptualizing family-related issues. These reformulations may be disseminated among family scholars and result in other formulations. They are ultimately intended to hone a social tapestry that will improve the quality of life within and among families of the world.

1. Attend and participate in all Groves Board meetings (including those held

at the National Council on Family Relations), Presidential retreat, Business meetings, and special events such as receptions and award ceremonies.

2. Serve as a conduit for Groves members’ to express their concerns to the Board.

3. Participate in long-range planning with the Board.

4. Encourage broad involvement of the membership in the development of Groves as an organization.

5. Assist in identifying conference theme, location, and dates at least two years prior to each conference.

6. Identify emerging leadership by assisting in the nomination/election process, in

order to facilitate the continuity of the organization.

7. Participate in the distribution of information at Groves’ booth and reception table at NCFR and at other professional meetings.

8. Participate in outreach activities and hosting of membership meetings.

9. Participate in annual election of the Treasurer.

1. Maintain regular and frequent communication with Groves’ members and with professionals in other family science fields (e.g., newsletters, announcements in other newsletters, frequent email and other mailings, and reviews/approves mailings of program chairs).
2. Plan an initial retreat early in the beginning of the Presidential term for the 3-year planning process. It is the goal to have the first conference after the election planned by the previous President and Board. The three conferences planned at each retreat would be for Year 2 and Year 3 of the Presidential term and for Year 1 of the term for the next President.
3. Schedule Board meetings. Set agendas. Manage discussion.
4. Monitor long-range planning for program and fiscal management; consult with the Treasurer, Program Chairs, and benefactors.
5. Maintain three copies of the following records: Board/Business minutes; Conference programs/budgets; pertinent correspondence related to Board business. Send one copy to Archives at the University of Minnesota; provide one copy of records to President-elect for reference, and retain one set.
6. Supervise recruitment and retention of members. Coordinate with the Membership Chair on procedure for processing new members’ applications. Encourage diversity and balance in recruitment. Schedule and manage the reception held annually at NCFR and any other recruitment events deemed needed.
7. Send an official letter of welcome to new Groves’ members.
8. Provide Program Chair(s) with support and information (copies of past programs, budgets, correspondence) as necessary.
9. Appoint a Nominating Committee, monitor the committee’s progress, track terms

of office, and oversee elections. Send congratulations letter to newly elected

Board members with a copy of the Groves Board of Directors Handbook and By-

laws. Send thank-you letters to members not elected.

10. Supervise selection of honors and awards; track time schedules, and keep committees and chairs on task and on time. Follow up on notification and subsequent invitations to attend the conference.
11. Consult with the Academy and Lifetime members. Recommend to the Board one Lifetime member (if you choose) during your term of office.
12. Represent Board decisions and enforce policies even-handedly.
13. Forward Board and Business meeting minutes to the Board in a timely manner.
14. Identify special projects or programs to advance Groves’ objectives; provide proper review and follow-up.
15. Coordinate and identify any cooperative or inter-professional organizational interests.
16. Send official letters of appreciation for support received for Groves’ programs or activities.
17. Act as host/hostess at annual Conferences and at the Groves’ reception at NCFR.
18. Attend NCFR. Register as NCFR Exhibitor, reserve suite, plan/order reception menu. Use suite to advance goals of Groves.
19. Whenever possible, the Groves’ suite at NCFR and/or Groves’ conferences may be used for organization-related business (planning meetings, Board meetings) or informal socializing.
20. Handle concerns, complaints and controversies.
21. Act on behalf of Groves Conference; communicate with the Board of Directors whenever feasible.

1. Keep minutes at all regularly scheduled Board of Directors’ Meetings and at Conference Business Meetings.
2. Forward a copy of the Board minutes to the President, who will forward to the Board of Directors in a timely manner. Forward a copy of the Business meeting minutes to the President, who will provide them to the membership in a timely manner.
3. Maintain any other records generated and insure that the President has a copy to forward to the archives. Bring (recent) past minutes to meetings for reference.

1. Prepare Annual Operating Budget for Board review and approval.
2. Present a Financial Report at Board meetings and General Business Meetings. Brief Board on important financial trends, and identify decisions that need to be made.

3. Develop and review contracts of the organization and present to Board. Manage the funds and investments according to Board policy.
4. Collect the membership dues and monitor membership status and trends.
5. Keep a Financial Notebook to track organizational and fiscal trends over time.
6. Maintain an up-to-date roster of Groves’ members and their addresses. Periodically prepare and distribute a membership directory on an as-needed basis.
7. Advise Conference Chairs on conference-related financial matters. Track and do billings and accounts payable.
8. Purchase or reimburse supplies, gifts, awards, etc.
9. Manage tax and legal concerns of the organization and act as a liaison with the Groves Corporate Representative.
10. Provide a written receipt, when requested, for members’ conference fees at Groves Conferences.
11. If the office of President is vacated before the end of the President’s term, within a 30-day period, convene the Board (via electronic or some other means) to select a President from the elected officers of the Board to fill the remainder of the President’s term.

At-Large members of the Board of Directors have the responsibility of representing the general membership. At-Large member responsibilities include all those listed under "General Board Responsibilities" included at the beginning of this Handbook, in addition to:

1. Actively maintain communication with Groves’ members.
2. Provide program ideas, and identify membership recruitment/retention issues for Board discussion.

1. Develop and implement a membership recruitment and retention program involving the membership.
2. Log and review recommendations from Groves’ members nominating individuals for membership. These are to be accompanied by the nominee’s vita.
3. The Membership Chair has sole discretion in selecting new members and assigning full or associate member designation.
4. Unless the Membership Chair has concerns about the nominee’s qualifications, send the nominee a letter of invitation to join (see example of form letter attached), accompanied by a Groves Conference brochure.
5. If the Membership Chair does have reservations, he/she should consult a board member for a third opinion before proceeding further. Nominations may be reviewed at subsequent board meetings.
6. Send a notice to the President and to the Treasurer providing the name, address, and email address of the individual who has been invited to join.
7. The Membership Chair will notify the nominee and nominator about the outcome of nomination.
8. Review associate members at the 5-year anniversary for recommendation for ongoing status. Present findings to Board.
9. Keep on hand a ready supply of nomination forms, brochures, Mission Statement copies, and "About Groves Conference" copies for distribution upon request. Revise as needed.
10. Participate in the distribution of information at Groves’ booth and reception table at NCFR and at other professional meetings.

Groves Conference supports two scholar awards which are given in alternating years. It is a fiscal assumption that revenues received from the respective endowments will be utilized to cover the actual costs associated with advertising and awarding the awards.

The two awards given by Groves are:

1. Feldman (Margaret and Harold) Award.

The Feldman Award is given to the author(s) of a current significant publication (article or book) having to do with social policy relevant to ethnicity and/or gender, and supportive of the conference theme during which it is announced. The award was established in 1988 by the Feldman’s.

2. Sussman (Marvin B.) Family Scholars Award.

The Sussman Award will recognize outstanding work that is consistent with the mission of the Groves Conference and given to the author(s) of a current significant publication (article or book) supportive of the conference theme during which it is announced. The award was established by Marvin Sussman in 1987.

1. The Awards Chairperson is selected by the President for a 3-year term, and is responsible for identifying the Awards Committee members for a 3-year term. The Groves President shall serve as an ex-officio member of the Awards Committee.
2. Develop a schedule for advertisement, recruitment, and review of candidates for the various awards in a timely manner.
3. Implement the advertisement of awards, conduct the review process, and report to the Board in a timely manner.
4. The Groves President, in coordination with the Treasurer, shall communicate the financial arrangements of the award to the awardee.
5. The Groves President shall arrange for the plaque (or other recognition gift) for the awardee and shall be responsible for the awardee receiving it.
6. Coordinate with the Program Chair(s) and President to schedule the awardee a time on the program to present the research or project upon which the award is based.

• If identified, Program Chair(s) will attend that year’s Groves Conference and investigate the future conference theme, location, dates, and hotel accommodations.
• Identify any advance money needed to complete arrangements, if necessary. (Reminder: advance money is considered a part of conference expenses and is to be covered by the registration fee.)

• Finalize the theme, location, dates, and hotel accommodations.
• Ensure that the Treasurer reviews and signs the hotel contract.
• Attend that year’s Groves Conference to promote the future conference; promote it at other professional meetings as well.
• Identify plenary/keynote speakers (may be Groves and/or non-Groves)

and what their travel arrangements and costs may include.

• Publicize conference information on Groves’ website.

• Distribute conference brochures and call for proposals information to members.
• Announce the conference in appropriate newsletters, networks, at NCFR, etc.
• Secure plenary/keynote speakers. If non-Groves speakers are used, Treasurer reviews/approves contracts.
• Finalize budget. Itemize anticipated costs such as speakers, hotel, food, AV, transportation, presenter costs, postage, special events. (Some conferences may have an all-inclusive fee.)
• Budget should include previous and current conference site visit expenses (e.g., travel to site, postage, paper, telephone).
• Reserve Presidential suite and board meeting rooms as needed. NOTE: Cost of presidential suite and board meal/beverage costs are considered organizational expenses rather than conference expenses.
• Under-estimate conference income by 10%; over-estimate conference expenses by 10%. Build in 10% potential surplus on all optional activities/tours as a cushion.
• Establish conference fee based on the above calculations. Be particularly careful not to assume too much about potential income.
• Registration fees for "non-members" should reflect or exceed the registration fees for members.
• Conference budget and the amount of registration fee should be reviewed/ approved by President and Treasurer before being conveyed to the membership.
• Send a written contract/agreement with the hotel to the Treasurer for review/approval. NOTE: Only the Groves Treasurer can sign contracts that bind the organization to financial commitments.

• Attend NCFR (or send a representative) to finalize conference details, ask for help, and involve members. Recruit additional participants at Groves’ reception, distribute conference promotional materials.
• Describe weather and clothing requirements, local events, and opportunities in detail. Investigate handicapped access of facilities and describe.

• Review proposal submissions.
• Notify presenters formally on Groves letterhead to help them secure university or other funding. Notify those not accepted.
• Finalize and confirm local arrangements (optional tours, speakers, student help, transportation, notify local dignitaries).
• Invite appropriate new or local participants whose professional activities blend with the theme and are consistent with the Groves’ mission.
• Readjust the budget to reflect actual participation. One may need to cancel an event or speaker if the budget projections are not being met or seek out additional financial support.

• If necessary negotiate and modify hotel and food arrangements based upon registration; consult with Treasurer.
• Finalize the conference program.
• Distribute the conference program to members via mail, email, and/or on Groves’ website.

The Conference program agenda shall include:

• Registration periods on both the first and second day of the conference so attendees can pick up packets of information, pay outstanding dues, etc.
• Two or three board meetings throughout the conference are to be held in the Presidential suite in consultation with the President.
• One Business meeting is to be held in consultation with the President.
• Presentation of the Feldman/Sussman Award; consult with the President and Awards Chair about scheduling the presentation.
• A Presidential address and dinner to be held in consultation with the President.

1. Obtain copies of past conference brochures for scheduling ideas, conference

formats, etc.

2. Obtain copies of past conference budgets, if available.
3. Hotel costs can be negotiated depending on the anticipated number of attendees, time of year, location of conference, and food events.
4. Suites may be used as breakout rooms to control conference costs.
5. Often complementary rooms are based on registration and rooms rented in the conference hotel. Make it clear to members that budgets are based on Groves’ use of hotel facilities. Deposits may not be returned if conference registrations are cancelled.
6. AV use can get out of hand and be extremely expensive. Block events that need technical assistance. Encourage the use of handouts and posters.
7. Make name tags so they are large and readable. New attendees/members may be specially identified through nametags.
8. An accurate and practical conference brochure is preferable to a beautiful but not accurate one. Use computer technology to produce it close to the event. A lap top and printer can be helpful on site.
9. Extra signs for conference information are usually needed; bring card stock, markers, tape.
10. Recognize institutional support on the programs and at events.
11. Keep a notebook on file to hand on to the next program chair(s).

The Parliamentarian is selected by the President and shall be responsible for the following:

1. To provide guidance to the President and Board Members regarding matters of

parliamentary procedures.

2. To review the Bylaws regularly and ensure that the organization and Board follow

the procedures therein.

3. Inform the Board about matters that require attention regarding adherence to the Bylaws and potential changes that may be needed in the Bylaws.
4. To draft proposed changes in the Bylaws and present them to the Board for consideration.
5. Note: The Parliamentarian is a non-voting member of the Board whose term of office is contiguous with the President’s term of office.

1. The Corporate Representative shall be selected by the Board of Directors for an indeterminate term.
2. The Corporate Representative must be a resident of the state of Connecticut.

1. Groves Lifetime members, Academy members, and Past Presidents are invited to attend and participate in Board meetings at their discretion as they are non-voting members of the Board.
2. Groves’ members may attend Board meetings and may speak when recognized by the President but may not vote.
3. Non-Groves members may attend Board meetings with the pre-approval of the President to address specific agenda items as agreed upon with the President.

Date

Nominee’s Name

Nominee’s Address

Dear ___________:

I am pleased to welcome you to Groves Conference on Marriage and Family as a (Full/Associate) Member. You have been nominated for membership by ______________. The Groves Conference is comprised of an interdisciplinary society of scholars devoted to the promotion of in-depth, critical thinking about family issues. We believe your scholarship supports our organizational mission.

Each year Groves Conference convenes an annual meeting for the presentation of cutting edge research. This year the Groves conference will address the theme "____________" from _____ in ________. The focused exchange of ideas in a variety of formats assures a personally and professionally meaningful experience. I hope that you will be able to participate.

Groves Conference on Marriage and Family maintains a website at www.grovesconference. This site contains information about the mission statement, a brief history of the organization, including the themes and locations of past meetings, a Board of Directors Handbook with bylaws, as well as the upcoming conference agenda. These materials may be helpful to you as you make your membership decision.

As membership chair, I am happy to answer any questions that you might have about Groves Conference and expectations for membership. Please call me at my office at ____________ or e-mail me at _____________ about your interest in membership or with any questions you may have about membership.

Sincerely yours,

 

 

Membership Chair’s Name

Membership Chair