Post on 22-Dec-2015
Local ChapterLeadership Orientation
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Associations go Waaaaaaay Back
1735: Benjamin Franklin founded the American Philosophical Association
Now the oldest association of continuous existence
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First a Little History
An organization of people with a common purpose and having a formal structure
A community of individuals or companies that collectively serve the interests of their members that cannot be met effectively by individual action
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What is an Association?
501(c)(3): Education, research, professional or philanthropic/charitable purpose. DO NOT LOBBY
501(c)(6): Trade and individual membership organizations that provide benefits to members and lobby on their behalf
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501(c) What?!?Tax Statuses of Associations
The Florida School Nutrition Association is a Professional Association and is a 501(c)(6)
The Florida School Food Service Foundation is a 501(c)(3)
Your Local School Nutrition Association is a Professional Association and is a 501(c)(6)
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What are We?
Willing to Serve Practice Diplomacy Earn the Trust of Others Be Open to New Ideas Communicate Effectively Plan and Share Your Vision Build Consensus/Promote Teamwork Listen
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Association Leadership
Relax and be comfortable
Listen so that your year will be as effective and powerful as possible
Ask questions as they arise
Think in terms of your role as a board member; responsible for the well-being and future of your local chapter
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Ground Rules for Serving
The Articles of Incorporation
Bylaws
Policies & Procedures
Strategic Plan
Budget for Current Year8
The Tools of Governance
Determine and understand your local chapter’s mission and purpose
Follow initiatives from FSNA President Manage your local chapter’s resources Determine, monitor and strengthen programs and
services for your members Promote professional image Help recruit new leaders
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Board Responsibilities
Attend all board meetings
Start and end meetings on time
Study and understand FSNA’s mission statement, both FSNA and local bylaws and policies & procedures
Prepare for all association meetings by reviewing the agenda
Treat information and discussions as confidential10
Practical Steps for Board Service
Promote your local chapter to others
Recruit future leaders to help govern the organization
Stay current on issues and trends impacting the membership
Get involved in committee work
Make contributions and assist with fundraising11
Practical Steps for Board Service
The officers have special duties described in the bylaws & policies and procedures
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The Officers
Serves as chief elected officer of your local chapter
Presides over all meetings or designates a person to do so
Appoints committees in accordance with bylaws
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Role of the President
Serves in the absence of the president.
Performs such duties as identified in the bylaws or assigned by the president
Uses this time to learn and prepare for the role of President
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Role of the President-Elect
Monitors the accuracy and timely distribution of meeting minutes
Oversees all funds and financial records
Oversees preparation of annual budget for approval
Keeps records of all income and expenses
Performs such duties as identified in the bylaws & policies & procedures
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Role of the Secretary/Treasurer
The Executive Board approves the proposed budget
The Executive Board is responsible for reviewing financial reports on a regular basis
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Financial Responsibilities
Help the local chapter accomplish the initiatives
Local chapter chairs work with state association chairs to accomplish state initiatives
Identify potential leaders
Serve the interests of subgroups of members
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Committees
The Preparation
Determine the purpose of the meeting
Notice of the meetings need to be distributed well in advance
Prepare agenda/make effort to distribute in advance
Whenever possible, formulate and ask your questions before the meeting
Come to the meeting prepared; read the materials18
Board Meetings
The Agenda
Prepare and distribute agenda prior to the meeting
Limit the number of items
Allow for enough time to discuss each item
Begin with a noncontroversial item to create a positive environment
More important = beginning of the meeting
Move committee reports to the end or have a consent agenda*
Board Meetings
*Routine items that can be grouped together and passed in one motion.
The Meeting Start and end on time
Brief Introductions (if members don’t already know each other)
Stick to the agenda—stay on task
Take breaks if necessary, but return on time
Don’t allow for sidebar discussions or hidden agendas
The Chair should summarize the discussion20
Board Meetings
Minutes Minutes are a legal record of the meetings
Do not need to include the names of the individuals who make or second a motion
They are not a record of side conversations
No audio recordings should be maintained once the minutes are approved
Secretary should complete minutes and send to the Board for review in a timely manner
The minutes are to be approved at the next Board meeting
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Board Meetings
The Rules of Order
Procedural rules are used to maintain order at meetings
All persons must be recognized by the chair before speaking
Allow time for everyone to speak if they wish to do so
Time limits may be set on certain topics
When in doubt – refer to Robert’s Rules of Order and/or Robert’s Rules of Order In Brief
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Board Meetings
Handling a Motion
“I move that…” Needs a second—without one, the motion dies
Chair repeats the motion. “Any discussion?”
After discussion, call for the vote—repeat the motion
Motion either passes or does not pass
Only one motion on the floor at a time23
Board Meetings
Handling Conflict
Create ground rules for all to follow
Remind members of why the are there. Review the purpose, mission and vision of the organization
Control your emotions—don’t get personal
Call for a break and talk to people individually
Resolve conflict before the end of the meeting
Don’t let the continue outside of the meeting24
Board Meetings
Wrapping it all up
Finish the meeting on time
Review assignments/deadlines
Set the date/time for the next meeting
Thank members for attending and participating
Take a deep breath
Well done!
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Board Meetings
Duty of Care Be informed and ask questions
The level of competence that is expected of a Board member; commonly expressed as the duty of “care that an ordinarily prudent person would exercise in a like position and under similar circumstances”
This means that a Board member exercises reasonable care when he or she makes a decision as a steward of the organization
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Board Legal Considerations
Duty of Loyalty Avoid conflicts of interest
The duty of loyalty is a standard of faithfulness; a Board member must give undivided allegiance when making decisions affecting the organization
This means that a Board member can never use information obtained as a member for personal gain but must act in the best interest of the organization
Board members must comply with the association’s policies regarding code of conduct and ethical behavior
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Board Legal Considerations
Duty of Obedience Faithful to the mission and goals
Follow the governing document
Not permitted to act in a way that is inconsistent with the central goals of the organization
A basis for this rule lies in the public’s trust that the organization will manage funds and resources to fulfill the organization’s mission
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Board Legal Considerations
The board experience should be a positive one
The board is the caretaker of your local chapter
The board speaks as a whole, no board member should have more input or authority than others
There are NO dumb questions
Always ask questions as they arise
Thank you for serving on your board!29
Thank You for Serving!